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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