ACC Event Planning Checklist

(1)

TYPE OF EVENT Initial

 Dedication  Grand Opening  Ground Breaking

_{Press Conference} _Reception _{Ribbon Cutting}

 Other (describe)

ACC Event Planning Checklist

EVENT Initial

SPONSOR/HOST (department or program) Initial

CLIENT/CONTACT Initial Name Campus/Address Phone Email Fax Other Alternate Contact

BILLING INFORMATION Initial

Job Number Account Number

LEVEL OF SERVICE (to client) Initial

_{Lead Role (coordinate the entire event)}

_{Support Role (implement select event planning services)}

 Subordinate Role (provide services for other event planners)

DATE OF EVENT Initial

Priority date Alternate date(s)

TIME OF EVENT Initial

Setup Start End Breakdown

EXPECTED AUDIENCE Initial

 ACC  Community  Other

(2)

PRELIMINARY BUDGET Cost

Total * indicates items for direct billing to clients

PLANNING COMMITTEE MEMBERS Initial

Name Department Email Phone

PLANNING COMMITTEE MEETING DATES Initial

SUBMIT CONFIRMATION OF SERVICES LETTER Initial

Date Sent  Client  Marketing

_{Communications} _Director _{Creative Services}

(3)

Twelve Weeks Prior to Event

ORDER PLAQUES/BUILDING LETTERS Initial

Facilities Planning Contact Designer

Email Phone Fax

Text

Supplier

Service Representative

Email Phone Fax

Installation Date Specific Location

Approval 1 2 3

ORDER GIFTS/AWARDS/PROMOTIONAL ITEMS Initial

Item(s) Design Designer

Email Phone Fax

Text Supplier

Service Representative

Email Phone Fax

Installation Date Specific Location

(4)

COORDINATE CALENDARS OF KEY STAKEHOLDERS Initial

Six Weeks Prior to Event

CONFIRM SPEAKERS Initial

Name

Phone RSVP/email Web

Name

_{Approved by President}

SAVE THE DATE NOTICES Initial

 Electronic  Printed

Designer

Email Phone Fax

Printer Sales Representative

Email Phone Fax

Quantity Paper Size Ink:  Color  Black

Mail Date Order Number

Approval 1 2 3

ADDRESS LISTS Initial

 USPS  Email

Responsible Party

DESIGN INVITATIONS Initial

Designer

Email Phone Fax

Quantity Paper Size Ink:  Color  Black

Mail Date Order Number

Inserts  Map  Parking Pass  Reserved Seating  Reply Card/Envelope  Other

(5)

STAGE PARTY MEMBERS Initial

 Invitation letters to potential stage party Mail Date

Approval

 Maintain RSVP List for Stage Party  Final Stage Party Count

_{Seating Chart} _{Stage Party Signs for Lineup}

ROOM/SITE SET-UP Initial

Contact

 Stage Size  ______Hospitality Tables  Audience Microphones

 Podium  VIP Meeting Area  Press Feeds/Multibox

 Placard  Overflow Area  Easels

_Flag _{Podium Grenery} _Drapes

 ______Stage Party Chairs  Other Greenery  Signage

 ______Audience Chairs  Sound  Tent

 ______Reserved Chairs  Audiovisual Equipment  Ribbon Cutting Set-up

 ______Serving Tables  Screen  Unveiling Set-up

_{______Display Tables} _{Floor Microphones} _{Water Set-up}

_{______Check-in Tables} _{Portable Microphones} _Other

SITE PREPARATION Initial

Building and Grounds Contact

 Work Request  Check for Fire Ants  Trash Bins

 Sweep Street  Power Wash  Recycle bins

_Mow _{Soil for Groundbreaking  Other}

PARKING/TRANSPORTATION Initial

ACC Police Department Contact

 Reserved Parking Lot #  VIP Parking List  Directional Signage

 Stage Party Parking Lot #  ______ Barricades  Locations

SECURE LOCATION Initial

(6)

RENTALS Initial

Contact

_Tent _{Port a Cool} _Cups/Glasses

 Chairs  Heaters  Lighting

 Battery Powered PA  Coffee Urn  Podium and Sound

 Other  Other  Other

FOOD AND REFRESHMENTS Initial

Caterer

Email Phone Fax

_________Guests _______Tables _______Servers

Menu _______Tablecloths/Skirts Colors _______Centerpieces Colors PHOTOGRAPHY Initial Contact  Confirmation Turn-around Time

 Photo CD  Program Shots  List of Other Important Shots

VIDEOGRAPHY Initial

ACC Video Services or Contractor Contact

Turn-around Time Phone

Three Weeks Prior to Event

MAIL INVITATIONS Initial

 Merge Mailing List Date

 Address Envelopes or Labeled Date

_{Assemble Invitations and Inserts} Date

_Stuff _Seal Date

Stamps Quantity Cost

 Stamp  Mail Date

Deliver to  Mailroom  United States Post Office

DISTRICT POLICE Initial

ACC Police Department Contact

(7)

RSVP SYSTEM Initial

RSVP by Date Contact

Email Phone

RSVP Count to  Client  Caterer  Venue  Other

COORDINATE SPEECHES Initial

Contact Speaker Speaker Speaker Speaker Speaker

DESIGN PROGRAMS Initial

Designer

Email Phone Fax

Quantity Paper Size Fold

Ink:  Color  Black Order Number

Program Outline

Floral Arrangements Initial

Continuing Education Floral Program Service Representative

Email Phone Fax

_{Podium Piece} _{_________Centerpiece(s)} Delivery Date

(8)

SPECIAL ACCOMMODATIONS Initial

Disability Services Contact

 Campus Escorts  Disability Accessibility

 Transportation  Hearing Impaired

 Parking  Meals

_{Portable Restrooms} _Other

MISCELLANEOUS MATERIALS Initial

 Shovels for Groundbreaking Quantity

 Hardhats Quantity

_{Scissors for Ribbon Cutting  Ribbon} Quantity

_{Stage Party List/Diagram} Quantity

 Stancions Quantity

 Other Quantity

Two Weeks Prior to Event

PUBLICITY Initial

Contact

_{Advance Press Release} _{Follow-up Press Release}

 _________Press Kits  Fliers

 Paid Advertisements  Other

STAFF ASSIGNMENTS Initial

 Prepare detailed list of responsibilities for each role listed below

Assignment Staff Member

Material Delivery Walk-Thru Greeters Spotters

Stage Party Check-in Sign-in/Registration Runners

Chair Setup Table Setup

(9)

One Week Prior to Event

FINALIZE AND PRINT PROGRAM Initial



PACK EMERGENCY SUPPLIES Initial

 First Aid Kit  Paper  Phone Number List

_Scissors _Tape _Weights

_Pens _Stapler _Other

 Pencils  Paper Clips  Other

 Black Markers  Clipboard  Other

 Duct Tape  Plastic Ties  Other

CONFIRM Initial

 Facility Set-up  Stage Party  Rentals

 Equipment  Parking  Other

 Security  Transportation  Other

 Catering  Security  Other

_Floral _Photos _Other

Day Prior to Event

DELIVER ALL MATERIALS TO VENUE Initial



CONFIRM STAFF ASSIGNMENTS Initial



Day of Event

MEET WITH STAFF AND REVIEW ASSIGNMENTS Initial

Date Time Location

CHECK DIRECTIONAL SIGNAGE Initial



WALK THROUGH LOCATION Initial

 Verify Room Layout  Other

(10)

After Event Follow-up

SEND PHOTO GALLERY TO CLIENT Initial

Date Date Selections Received

ASSEMBLE/DELIVER ALBUMS Initial

Date Assembled Date Delivered

COMMITTEE/CLIENT DEBRIEFING Initial

Date Time Location

Notes

INVOICE CLIENT Initial

 Estimate Prepared and Delivered  Estimate Approved

Date Invoiced Date Payment Received

EVALUATION Initial

 Mailed  Returned  Compiled

THANK YOU NOTES Initial

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