Event planning checklist

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Event planning checklist

  1. 1. Cookouts “in a box”Friday, July 22, 2011 Friday, July 29, 2011 Friday, August 12, 2011May Invitations (Pattie/Sue Searcy) Invite all faculty “save the date” (Tina has access to faculty D-List)* Invite President Durst/Officers/F.A./ Coaches “save the date” Reserve space o Lunch on West Lawn/Rain space in Union o Classrooms for presentations o Lobbies Write confirmation e-mail/letter (send to Kim/Ilona)* o Regular o Conservatory Post online registration Decide on “Veteran’s Info Night” or A.C.E. date ?? Create e-mail invitations (Ross)June Order Picnic Food for approximately 300 people (Donna Tobin)* o Food o Tablecloths o Water stations (2 check-in, 1 mini cooper, 2 residence halls) Order tents* o Cancellation policy o B&G approval/supervision B&G o Picnic tables o Grass cut o Spray for mosquitoes o 3 tables for check-in in Rec o 2 tables by residence hall o Garbage cans (res hall/West lawn) Create Van Tour route Reserve Vans in purchasing Create schedule for the day (Conservatory schedule too) Begin sending confirmation letters Secure radio station broadcast at lunch for all three dates (music a little quieter) Secure tour guides (ask for Financial Aid workers too) Invite last year’s BUZZ members to come back. Make folders (standard folder with profile and upcoming visit dates) Make signs o To check-in o To classrooms o Back to car Secure residence hall show-rooms (set up needed? Lived in room?) Request buildings to be unlocked Check on Bookstore/Cyber Café/Candy Counter hours o Coupons?
  2. 2. Write thank-you for coming and sorry we missed you e-mails Create surveys Order balloons from bookstore Create presentation guidelines Invite APART members (Tina e-mail) Re-create Senior year checklist for back of schedule*Early July E-mail faculty reminder of dates Request the AT room to be open for all cookouts Confirm Conservatory tour guides for each date Reserve Stinger (Janet Brisky)Week of Confirm numbers with Food Service (+30 staff/vol/TG/Faculty/etc.) July 22 July 29 August 12 Staff assignments (ready for Tuesday’s staff meeting)* July 22 July 29 August 12 Create Volunteer schedule (Tina)* July 22 July 29 August 12 Assign tour groups (1 TG, 1 Buzz, 1 alum/vol, 1 faculty) July 22 July 29 August 12 Send reminders/list of visiting students to: July 22 July 29 August 12 o Staff July 22 July 29 August 12 o Coaches July 22 July 29 August 12 o Faculty July 22 July 29 August 12 o Officers July 22 July 29 August 12 Print schedules July 22 July 29 August 12 Talking points to Pattie July 22 July 29 August 12Day before Confirmation calls-Script* July 22 July 29 August 12 Pick-up balloons July 22 July 29 August 12Day of Set-up computers to have students personalize website July 22 July 29 August 12 Get check-in materials together July 22 July 29 August 12 o Check-in list July 22 July 29 August 12 o Extra inquiry cards July 22 July 29 August 12 o Folders separated by room July 22 July 29 August 12 Send thank you and survey July 22 July 29 August 12Day after Send no-show follow-up July 22 July 29 August 12Week after Each counselor writes follow-up note to those who visited July 22 July 29 August 12 Thank you notes to those who helped July 22 July 29 August 12

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