Event Planning Guide & Checklist

Use the following questions to help you walk through the various aspects of planning a special event. Download a fill-in copy (PDF) of this page. Use the VIP Itinerary & Checklist for events that include distinguished guests, lecturers, or dignitaries.

Planning Guide

1. Purpose: What do hope to accomplish with this event?
   
   
2. Audience: Who are you targeting with this event?
   What would inspire/motivate your target audience to attend this event?
   
   
3. Barriers/Obstacles: What obstacles do you anticipate for this event?
   (other events, space availability, weather)
   
   
4. What is your budget?
   
   
5. Personnel: Who else needs to be a part of this planning?

Planning Checklist

• Building (See Reservations)
• Room (See Reservations)
• Furnishings (See Contact list)
• • chairs
  • tables (& skirting)
  • podium
  • Veritas seal
    
    
• Room Arrangement (Facilities or Dining Services)
• • lecture
  • dinner (maximum persons per table, head table)
  • group discussion
    
    
• Audiovisual Equipment (AV or Information Technology Services)
• • microphone (stand, cordless, lapel)
  • speakers
  • projection screen
  • projector
  • computer
  • television
  • VCR
  • video- or audiotaping
  • flip charts
  • other _________
    
    
• Catering (Dining Services)
• • water pitchers & glasses
  • snacks & beverages
  • dessert
  • cocktails (limited, open bar, cash bar)
  • buffet
  • served meal
    
    
• Other Considerations
• • linens
  • floral/decorations
  • favors
  • placecards
  • nametags
  • paper & pens
  • waste cans
  • door prizes
    
    
• Publicity Materials (Office of Communications)
• • press release
  • invitations
  • programs
  • advertising
  • posters
  • presentation certificates/citations
  • Knoxletter
  • e-mail notices/reminders/other