Listed below is information you should identify to begin the planning of an event (meeting, symposium, conference, etc.). Organizing an event on campus requires planning and a coordination of services.

1. Budget and account number
2. Check date for conflict with other departments, programs, centers
3. Host contact name and number
4. Conference/Meeting name
5. Date/time of Conference/Meeting
6. Number of people expected
7. Identify invited guests, students, faculty, staff, outside dignitaries/VIP, open to the public, etc.
8. Preliminary agenda
9. Location of Conference/Meeting, research site options

a. General meeting room, seating for how many
b. Break-out rooms, seating for how many
c. Request specific rooms

10. Food, contact catering or other food vendors to ensure date availability

a. What meals will be ordered, (breakfast, lunch, dinner, breaks, reception)
b. Level of food served: plastic, china, flowers, linen

1. Book Robertson/Wallace rooms
2. Book hotel
3. Book off-site rooms
4. Send invitations (depending on event six months may be necessary)

1. Final agenda
2. Order food – select menus
3. Publicity
4. Meet with Business Office

a. Room set-ups (floor plans, podium needed, mikes, laptops needed etc.)
b. Registration table, chairs, tablecloth, laptop
c. Clean-up after/during event
d. Furniture/equipment rental, tables, chairs, coat racks, white boards, etc.
e. AV set-up (Laptop, projector, microphones, Q&A, etc.)

5. Photographer
6. Do you want event taped
7. Parking arrangements – contact Parking office

1. Prepare Hand-outs

a. Folders
b. Xerox
c. Supplies, pens/paper, etc.

2. Transportation – (Limo/Taxi), directions, campus maps

1. Know attendee totals
2. Final counts given to catering (depending on size of event one week may be enough time)
3. Student workers (if needed)

1. Print name tags, speaker table tents
2. Have hand-outs put together
3. Prepare signage if needed
4. Re-confirm menus and give catering final count
5. Re-confirm AV request with Broadcast Center (if taping) and the Business Office

1. Pay invoices and process travel reimbursement for speakers
2. Time sheets for student workers
3. Send ‘Thank-you’ to workers
4. Finalize event budget