Creating a to-do List and timeline will keep everyone on the same page and allows opportunities for all members to feel part of the process. Write down everything that needs to be done. Once your list is complete, put everything in order and set deadlines for tasks to be completed. Click here for a detailed event checklist (pdf) and/or use the following as an example:
Two Months Prior To Event
Check to see if there are materials you can use and/or rent from the Rhodes Office.
Visit the SAIL office to check if you will need security or local permits (Public Safety, Norton Police, and/or Norton Fire Dept)
Choose a date, review the venue tools guide, then reserve a venue.
Negotiate prices with outside vendors/speakers/performers
Apply for event funding
One Month Prior To Event
room set up and media needs
outside catering or Aaramark
Two Weeks Prior To Event
Begin teaser ads and contact The Wire
Reconfirm contracts, reservations, and catering
Submit contract to SAIL Student Banker
Compile a shopping list (decorations, food, etc)
Revist expectations and distribute duty assignments for team members
One Week Prior To Event
Full event promotions
Large event – Every Thursday at 8:45am a team of people meet to get clarification on event requests for the following week. Meet with SAIL staff to get answers to questions that arise during this meeting which deal with set up, media, and more.
One Day Prior To Event
Final promotions (word of mouth, chalk, Facebook message)
Send team members and volunteers reminders about duty assignments and expectations
Pick up payment from SAIL Student Banker and Accounts Payable in Park Hall.
Day Of Event
Arrive at least ½ hour early to check on set up and begin decorating
Give payment once services have been rendered