Event Planning Checklist

Event Plan Template
Use this template to help you think through basic event logistics.

To request or change set-up or technology services after you have reserved the room, please email gustavusevents@gustavus.edu.

6-12 Months Before Event

Determine goal for the event
- Why are we doing this?
- What outcome do we want?
- Who is the target audience?
- How will we define success?
- Select date and time for all major events for the year
- Determine event budget
For student organizations, meet with the Director of Assistant Director of Campus Activities to discuss details of your event
Determine event date
- Check the College Calendar for conflicts
Request reservation for space
- Request will include requesting needs for food, tech, and set-up
Complete a publicity plan
Complete a logistics plan - imagine the event in your mind from start to finish an Event Plan Template )
Does your event involve a guest speaker/performer from off campus? Find out more details about hosting a guest
Is your event a bonfire?
- You must complete a bonfire request with Campus Safety.
- Final approval will be granted the day of the request based on weather conditions.
Is your event a fundraiser? Read the fundraising policy.
Will you need tickets for your event?
- Event ticketing may be set up through gustavustickets.com by contacting the Campus Activities Office.
- There are fees associated with ticket sales that your budget would be responsible for.
- Contact the Campus Activities Office to learn more at 933-7598 or cao@gustavus.edu.

3 Months Before Event

2 Months Before Event

1 Month Before Event

Confirm all logistics for food
- Contact Dining Service with questions, concerns, or updates
- Selecting food consider your budget and dietary restrictions such as vegetarian/vegans and allergen options (dairy free, gluten free, etc.)
Confirm room set-up
- Contact Physical Plant with questions, concerns, or updates
Confirm any updates for tech needs and notify of changes
- Contact Event Technical Service with questions, concerns, or updates
- Determine if a sound check is needed for a speaker
- Event Services schedules staff to set up 1 hour before the start of the event and plans for all set-up to be complete 30 minutes before the start of an event
- Continue implementing publicity plan
Forward a schedule of events to offices who frequently are asked questions: Telecommunications, Campus Activities Information Desk, the Book Mark, and Campus Safety

Week of Event

Confirm the guaranteed number (this is the number of meals you will be billed for even if you have fewer people show up) three days before the event.
Final event publicity
Post event Powerpoints and videos online for those with visual limitations