Student Organizations Checklist and Timeline
When planning an event at Missouri State University, there are several steps a department should take to maximize the event’s success. This timeline provides a checklist for your program/event. Adapt it to your own particular needs and establish your own “ideal” and “can’t-miss” due dates.
One Year Out, or at the Time of Booking
___ Determine the objective of the meeting/event and develop the program budget
___ Book meeting site and support services (Make sure to allow time in reservation for set up and tear down) check the Campus Link's event page or the University’s master calendar and to avoid conflicts or religious holidays
___ Invite Speakers and inform them about your attendees and the facilities of the event, including A/V capabilities.
___ Become familiar with the Expressive Activity policies.
___ Notify attendees
Five Weeks Before Your Event
___ Confirm menus, room set ups and supplies – this is best done via email. Confirm when final guarantees are due for food and set ups.
___ Monitor speakers’ presentation development and offer assistance in reproducing any handouts. Have them send you the presentation electronically so you will have a back up
___ Reserve audio/visual equipment. If you are reserving equipment through FCTL you must fill out the FCTL equipment
___ Order signs and printed materials.
___ Send out agendas, dress code, and other housekeeping items to the attendees
___ Finalize all marketing and publicity if event is open to the public
Three Weeks Before Your Event
___ Confirm security times
___ Confirm parking (order Parking Passes if required)
___ Marketing and Publicity is out
One Week Before Your Event
___ Confirm your setups and A/V requirements
___ Confirm your meal and beverage counts
___ Print out a master set of all handouts
___ Confirm that all shipped items have arrived
___ Check facility signage to make sure all events have correct times/locations posted
___ Review detail and walk through event space with facility event manager at least one hour prior to event
___ Check in with security and go over their duties for the event
___ NOTIFY your event manager IMMEDIATELY of any changes in your plans, requirements, or times
Concluding a Successful Meeting/Event
___ Review your invoice(s) and contact your event planner with any questions
___ Fill out the event evaluation and share with your event manager the success and the areas of improvement for your event