Here are suggestions for timing a work schedule. Throughout the time leading up to the event, continually evaluate whether things are getting done, so that trouble can be spotted and handled before it becomes serious. Be ready to readjust the plan as needed to accommodate the unexpected.
Minimum number of days in advance - task ______________________________________________________
45- See CSLIS staff to determine feasibility of event and to discuss an overall program plan.
45- Check with appropriate office to reserve the venue.
45- Confirm availability of artist, lecturer or performer. Work with Club Advisor in determining contractual requirements.
45- Develop an advertising and marketing plan.
45- Make appropriate contacts to determine availability of services such as tech, house management, box office and room set up.
30- Hand in ticket request form to Box Office Manager, Student Union Front Desk, 664-2382.
30- Send Facilities Services a work request for room set-up, if necessary, 664-2317. If your event is in the Student Union, fill out the room reservation form from the Reception Desk, and describe your room setup.
30- Be sure everyone necessary has signed off on all forms.
21- If you haven't yet, contact technical services to arrange for sound and lights. Submit forms. If technical set up is complicated, talk with your location's tech supervisor during performer contract negotiations.
21- Submit all necessary check requests for performers, staff, hospitality, etc. to ASI Accounting.
21- If campus food service is required, including Commons, Pub or Residence Halls, contact Conference, Events and Catering.
14- Determine need for additional publicity/promotion and implement, if required.
10- Double check on all the above.
The Week Before The Event ______________________________________________________
Confirm facility reservations and set-up.
Confirm all arrangements for speakers/performers, including transportation, hospitality and hotel.
Confirm that all volunteers know what they should be doing.
Make a check-list of last-minute details that must be taken care of (supplies, decorations, refreshments, etc.).
One Day Before Event ______________________________________________________
Confirm all arrangements: set up, clean up, food service, last minute publicity, technical services, security, schedules, staff duties, payment for artist - Everything!
Contact everyone involved (including volunteers, the performer, the technical crew) and make sure they know when to be where. Confirm all arrangements with critical people once if not twice.
Day of the Event ______________________________________________________
Arrive at least 1-1/2 hours before event begins.
Make sure set-up is going on schedule.
Check equipment; make sure it works properly.
Make sure you have necessary payment for performers. Obtain receipts.
After the Event ______________________________________________________
If you are responsible for clean up, make sure it is done.
Thank everyone involved. Write letters or notes to anyone who made a contribution to the event, including your advisor, donors and workers.
Conduct post-event evaluation; communicate suggestions to future planners and sponsors.
Pay all the bills promptly.
If the event is canceled or rescheduled, the sponsor must notify all affected parties immediately. Failure to do so may result in incurred charges for facilities and/or services. |
