College Event Planning Checklist

If you have never planned a welcome week it can be overwhelming. Here are a few important items to think about when planning your welcome week.

  • 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!