Event Planning Checklist
Use this basic checklist to assist your group in planning a successful event. Remember, we may not have all of the specifics that
your event requires on this sheet, so brainstorm prior to starting your event planning to make sure everything gets covered!
Name of Event: __________________________________
Date: __________________________________________
Time: __________________________________________
Location: _______________________________________
Event Purpose: __________________________________
_______________________________________________
_______________________________________________
BRAINSTORMING
Will the event work?
How many people do you need to make the
event happen?
Does the event serve a need previously not met
on campus?
Do we have the resources to make it happen?
BUDGETING
See sample budget planning sheet (attached)
SCHEDULING
Officer in charge: ________________________________
Talk with the appropriate room reservation office
o What size room do you need?
o What kind of tech needs do you have?
o What can you afford?
Tentatively book a couple of dates
Call your performer or vendor (if applicable) and
schedule the performance date
Call the reservation office back to confirm your
date
Schedule a meeting to go over your tech needs
and room set-up
Schedule the travel arrangements for your
performer (if necessary), including a ride to and
from the airport and/or hotel
Book hotels and/or make dinner reservations for
your performer
PERMITS (see Student Group Handbook to determine if you
need any of these permits for your event)
Officer in charge: _________________________________
Food Permit filled out
Outdoor Space Permit filled out
Alcohol Permit filled out
Sound Permit filled out
Sanitation Permit filled out
Sales/fundraising permit filled out
Security Scheduled
Film License
GRANTS/FUNDRAISING
Officer in charge: _______________________________
If you are applying for grants, did you get your
applications in by the deadline?
Have yo