College Event Planning Checklist

• Theme! How does the theme fit with:

  • Location
  • Date
  • Attendees
  • Overall goal

• Location

  • Indoors
    • Do you have access to power? (how many outlets are available? How much power do you need?)
    • What are the ceiling heights?
    • What is available for the space? Tables, chairs, linens, etc
    • Doors – single doors or double? If double, is there a middle bar that can be removed?
  • Outdoors
    • What is the load in like? – can trucks/vehicles drive on sidewalks or grass to unload and drop off? If not, what is the access like and how do you foresee them moving the items to the location?
    • Access to power – is power available within a reasonable amount of length (typically less than 75ft) or will generators need to be provided?
    • If during the day – what is shade and coverage like? Do you need tents or tables with umbrellas?
    • If at night/evening – is the area well lit or will you need additional lighting (some areas need permits for lighting after certain hours as well, make sure to keep look into this with city/campus ordinances)
    • Can items be secured with stakes? Or are weights required? Just because there is a grassy area does not mean staking is OK, some facilities do not allow staking, or even certain types of equipment due to damage they could have to the grass/area

• Entertainment 

  • Music – Live music or bands? DJ or sound system with digitally loaded music?
  • Fun & Games Inflatables? Carnival? Talent (face painters, balloon artists, fire eaters)?

• Food

  • Food stations? Catering? Food Trucks? Concessions?
  • Beverages – nonalcoholic or alcoholic – do you need designated areas for each?

• Rentals

  • Tents
  • Tables (with linens or covers?)
  • Centerpieces or table decor (balloons, flowers, etc)
  • Chairs
  • Power – electricity
  • Lighting (if in the evening)
  • Trash Cans/Recycling
  • Restrooms – do you need to rent additional facilities
  • Staging – for announcements, presentations or band needs?
  • Dance Floor
  • AV – sound systems, mics, screens, projectors, TVs, etc

• Timeline of day of events

  • Load in of vendors – when is the facility available for delivery?
  • Set up times – how long does it take for set up, per vendor, full scale, etc
  • Actual event happens
  • Clean up and tear down – do all items need to be removed the same day/night?

• Site Visits and walk through with vendors and facilities

  • Are there things that your vendors need to see in order to have an easier load in/out?

• Create site map of setup location of each item and send it to your vendors

• Do you need to create invitations for guests or marketing for the event?

• Will you have registration at event to keep a guest count?

If this still sounds mind-boggling just give us a call, we are happy to help!