Event Planning Checklist

Your event may not require each item on this list. However, it is your responsibility to ensure that each item needed by your event is covered.

WHAT HOW
Getting Started
Consider the purpose, format and feasibility of event
Consider how the event compliments the mission of Luther College
First steps —6-12 months in advance
Contact the Campus Programming Office to reserve date and location. Identify if any additional space or set-up/clean up time will be needed and reserve. All events on campus must be communication to Campus Programming and entered into AdAstra, the campus room scheduler. Complete the Request a Campus Event form, contact Susan Peterson in Campus Programming, #1291 or stop by the office in the CFL, Room 101.
Create an estimated budget and identify funding sources
Recruit your event team/partners; clear your date with important participants and stakeholders.
If this is a series or annual event proposed, submit proposal to the appropriate Vice-President. See online proposal outline
3-6 months in advance
Create an agreement confirming details with your guest for event time, date, and expectations. Have guest complete the first page of a W-9 and return to your, if providing payment A W-9 is an IRS form located online. W-9 forms are also available at the Financial Services Office in Main or contact Karen Dallenbach.
Confirm all program participants. Obtain biographical information and photos
Confirm title of event and sent to Campus Programming for calendars Send to Susan Peterson
Make preliminary date, time, and location reservations with catering. Not all locations on campus allow for food to be served Contact the Catering Department or make online requests at Catertrax
Reserve housing in Sperati House on campus or in a local hotel/motel. Sperati House is coordinated by Cindy Blue, #1145. The Hotel Winneshiek and sometimes other hotels may offer a Luther College guest discount.
Speak with the Luther Book Shop to order books if they are to be sold at the event Contact Jo Uhlenhake, #2210, or talk with her in the Book Shop.
Discuss event with the Box Office if you would like to request tickets to be sold. Contact Bradley Phillips, #1293.
Create a publicity plan appropriate to the event. Will you use posters, flyers, Tuesday or Bulletin listings, local newspaper/radio ad, etc. Contact Ellen Modersohn, Publications Office, #1353.
2 months before
Finalize travel plans for guest. Reserve a vehicle for transport and confirm arrangements with drivers. To reserve a Luther vehicle email driveit@luther.edu with itinerary, driver, passengers, department and budget number(s). A vehicle use policy is available at http://www.luther.edu/facilities/handbook/
If you will need volunteers, identify roles, recruits and train.
Contact the Public Information Office regarding press release(s) about the event.
1 month before
Request check for payment from Financial Services. Send them a copy of the contract or letter of agreement, W-9 form, and signed payment voucher. Luther’s payment coucher is online at:
http://financialservices.luther.edu
Confirm guest’s technical needs—microphone, PowerPoint, laptop, projector, etc. If in the CFL Main Hall, Recital Hall or Qualley Lounge, complete the CFL tech form. If in Marty’s, contact the SAC Office. If in another building, the LIS Technology Help Desk.

CFL tech form is available at
https://www.luther.edu/programming/scheduleanevent/cfltech/

Contact the LIS Technology Help Desk at https://www.luther.edu/helpdesk/eventsetup/

Contact SAC Office at sac@luther.edu (phone #1023)

Plan catering menu and set-up. Find out if guest has special dietary needs. Contact Catering Department at catering@luther.edu
Finalize schedule for your guest from arrival to departure.
Identify driver to the guest for all transport needs. Provide transport details to driver(s). A vehicle use policy is available at http://www.luther.edu/facilities/handbook/
Identify person giving introduction and provide them with all pertinent information. For student introducers, consider reviewing texts with staff or faculty in advance. Make sure to practice in advance.
If there is a special dinner, create dinner invite list, send invitations, and send meal count to catering.
Reserve rehearsal time if needed. Contact Susan Peterson in Campus Programming
Recruit, train, and schedule ushers or load in/out crew if needed.
Create copy for program and with the Publications Office to prepare. Contact Ellen Modersohn in Publications
Two weeks before
Hang posters, flyers, etc. Guidelines for posters available in the student handbook. Get approval stamp in the Student Activities Office or Residence Life Office. There is also a list of places to display on campus.
Write and submit Tuesday and/or Bulletin announcement(s), 75 words or less.

Tuesday announcements go to Julie Shockey

Bulletin announcements go to Susan Peterson

Request tables, chairs, garbage cans, etc. if needed Send request to fixit@luther.edu
Check that you have all location details covered.
Identify campus host(s) during each part of the visit. Provide into to hosts.
Contact Campus Security if you will have any parking, directional, or safety concerns Call 287-2111
Week of event
Reconfirm with all participants their roles and event details
Pick up check from Financial Services Office in Main Building.
Finalize hospitality—water for guest, off-campus meals, welcome, etc.
Pick up programs from the Print Shop Located in the lower level of Main Building
Make any final purchases needed
Create any directional signs for the event. Have a plan to post.
Prepare nametags and or registration lists if appropriate
Day of event
Pick up vehicle keys from Facilities Management. If picking up at the airport, ensure that the driver has directions, airport name and location, and flight information.
Greet guest and be a campus host all times. Welcome everyone with a smile.
Show up early to the event venue and ensure that everything is prepared. Greet attendees.
Post any directional signs as needed
Pay guest(s)
Aim to end the event at the specified time. After event, return space to original set-up.
After event
Follow up for feedback from key event participants and/or partners
Send thank you notes or emails
Complete the Luther Event Report Form Event Report Form