Event Checklist
Planning an event? Use this checklist to make sure you’ve covered all the bases! Click here to download Event Checklist pdf file!
Confirm the basics
Speaker(s):
Is this a VIP (elected official, someone famous regionally or nationally, etc.)? If so, notify the chancellor’s office during the invitation process so availability can be coordinated: 372-7258 or chancellor@tricity.wsu.edu
Topic
Times
Date
Budget
Room reserved (requested and confirmed).
Be sure to include set-up and take-down time in your reservation.
Student groups — fill out and submit these forms at least two weeks before your event.
Risk Assessment Form
Advisor Approval Signature
Student Event Registration Form
Planning ahead
A/V equipment reserved through Media Services
Room set-up requested through Facilities
Food and non-alcoholic beverages ordered
Liquor permit — Permit is needed on a per-event basis to serve any alcohol on campus for employee and community events. Student groups are not allowed to serve alcohol on campus.
Decorations
Volunteers confirmed
Name tags made, name tag table staffed
RSVP deadline, contact and phone number
Request to serve Food Form (Student Clubs/ASWSU and 17A Accounts exempt from this form)
List of Attendees (those invited)
Publicity
Submitted event information to the campus calendar (and therefore communicated to the marketing department for potential news release or additional publicity). www.tricity.wsu.edu/calendar
Event poster/flier or mailer/invitation design requested
WSU Tri-Cities faculty and staff — contact the marketing department
ASWSU groups — contact the ASWSU publicity chair
Poster/flier put up around campus and in the community, including directional signs on campus
If mailing information, get mailing list, make labels, confirm postage
After the event
Clean up
Thank you notes
Remove posters
Pay any outstanding invoices
Set follow-up meeting (date/time/location)
Other items for your event:
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