Event Planning Timeline

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

___ Submit your event to the University’s master calendar and Campus Link's event page

___ 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

Meeting/Event Days

___ 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