Event Planning Guide & Checklist - Events Planning

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

Purpose: What do hope to accomplish with this event?
Audience: Who are you targeting with this event?
What would inspire/motivate your target audience to attend this event?
Barriers/Obstacles: What obstacles do you anticipate for this event?
(other events, space availability, weather)
What is your budget?
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
- email notices/reminders/other