College of Agriculture & Natural Resources ANR Event Services

4-6 months before event or more depending on size of event

Item

Target Date

Completion Date

Create Event Plan

·       Who, What, Why, When

·       Goals

·       Connection to Plan of Work

·       Financial Limitations

Create a Budget

·       Budget Tips and Tricks and Things to Consider: Go to the website

Select Venue

·       RFP

·       Contract negotiation

·       Signed Contract

Book Speakers

·       Speakers above $600 require PSC (Link)

·       May book before venue if speaker is more critical than date or location

Create Preliminary Agenda of Event

Post your event on the MSU Extension events calendar

·       Post early and include preliminary information and update once details are finalized

·       https://www.canr.msu.edu/eventservices/training-materials/post-events-in-dotcms

Create Sponsor Packages If needed

·       Create system for tracking sponsorships

Send Potential Sponsors Materials

Do a run through of selected venue if you are unfamiliar

2-4 months before event or more depending on size of event

Item

Target Date

Completion Date

Create Promotional Materials

·       The marketing checklist provides a list of possible communication and promotional tactics that can be used.

·       https://www.canr.msu.edu/resources/msu-extension-marketing-checklist

Build and Open Registration System

Send Promotional materials to potential participants

Contact caterers or facility to select menus

Determine AV requirements

·       Plan with facility or others to ensure needs are met

Determine Set up requirements

·       Work with facility or others to ensure needs are met

·       How do you want the tables and chairs?

·       What facilitation materials are needed?

·       Internet?

·       Access to Power?

·       Sound?

1-2 months before event or more depending on size of event

Item

Target Date

Completion Date

Double Check that all Contracts are signed and returned

Review Speaker assignments and Needs

·       Make sure there is someone from the committee assigned to host each presenter/speaker if there are multiple speakers

·       Determine the needs of the speakers – computer, projector, sound, microphone, etc.

Review Menus and setups – make sure they still work based on current registrations

Monitor and manage registration list

·       Double check to ensure payments have been made

·       Email billings to balance dues to try to collect all money before event

·       Cancel duplicates

·       Answer participant questions

Start Assembling Materials

·       Educational Materials

·       Folders (if needed)

·       Create nametag template

·       Agendas

·       Invoices/paid receipts

·       Other materials

Do a final run through of the facility

·       Check on best layout for meals

·       Check for enough electrical outlets

·       Plan where you want registration

·       Let facility know who VIP’s / Speakers are if appropriate

·       Confirm Guest List with Hotel if needed

10 to 15 Days Before Event

Item

Target Date

Completion Date

Create Checklist of what you need to pack for event (keep adding to it as event gets closer)

·       Start creating a pile of things that need to go with you in one spot

·       Start tracking registrations each day canceling duplicates, double checking payments

Create Supply Box:

·       Tape

·       Scissors

·       Pens

·       Sharpie Markers

·       Thumb Tacks

·       Sticky notes

·       Memory stick

·       Pins

·       Stapler, staples

·       Paper

·       Receipt books

·       Batteries

·       Anything else you might need

Create hot list of critical phone numbers

Create any signage needed for event

3 Days Before Event

Item

Target Date

Completion Date

Create Master Notebook

·       Run Registration List

·       Run Balance Due List

·       Run copy of invoices by number

·       Copy of all materials

·       Check list

·       Copy of All Contracts

·       Any detail lists or reports to make each section function

Make Name Tags (put with folders)

Make stickers for tops of folders if needed – with name and information of participants

Print Invoices (alpha order) and put in folders

Turn in Guarantee’s to facility (usually this is at the 3 business days before event time)

Get Cash to make change if needed

Reconfirm with speakers or if you have hosts touch base with hosts to ensure everything is all set with speakers

Send Participant names to speakers if needed

Type instructions for staff to work registrations or other stations (do a walk through in your head and add lots of details)

Get presentations from the speakers, if possible, to preload them on the computer.

1 Day Before Event

Item

Target Date

Completion Date

Pack all materials

Pack extra packets, name badges, etc.

Double check registration list and balance dues – update any invoices, etc.

If possible, go over instructions with volunteers - best if done onsite

Double check to do list – and make sure everything pre-event is complete

Walk through event in your head think about challenges and solutions – make a list so if they arise you can quickly refer to the list to address it

Preload any presentations onto the computer.

Days of Event (especially day 1)

Item

Target Date

Completion Date

Unload everything and check in with hotel/facility staff

·       Ask for business cards or contact numbers

Get out your master notebook and follow your checklist

Set up registration area

Set up presentation rooms

Welcome guests and handle registrations

·       Accept payments

·       Make note of those paying to follow up after event

·       Answer questions as needed

Help speakers get set and comfortable with room

Ensure all necessary AV equipment is in place and functioning correctly.

Run through each day in your head think about challenges and what solutions exist

Double check that everything is set for each transition at least one hour before the transition happens to make sure everything is set

After the Event

Item

Target Date

Completion Date

Follow up on Balance Dues

Send out evaluation if not done onsite

Write thank you letters to speakers and others who need thank you letters

Pay invoices

Finish Budget with actuals

Synthesize evaluations

Complete PEARS and any additional reporting requirements

Be sure to add to your check list anything you think you might have missed so you have it for next year

Be sure to put your master notebook for next year