Special Events

A good event depends heavily on being well-organized from the start. A tool to help keep you as organized as possible is a dated checklist of the things you need to do before your event. Work backward from the event, leaving ample time to accomplish all your goals. Make sure everything fits, with some extra time in case of unforeseen complications.

We've included a generic checklist to help as a starting point. The list doesn't include everything that needs to be done, and there are many variables that determine how your events are planned - your own checklist will be personalized for your particular event.

• Determine the goal that you wish to accomplish with your event. Write it down and refer to it frequently.
• Determine what sort of event will accomplish your goal, if any. (Perhaps you shouldn't hold an event after all! Perhaps a letter to your audience would suffice.)
• Come up with a basic concept for your event.
• Determine your budget. Refer to it as you're planning.
• Working with the Classroom and Event Management office and Catering, set the date.
• Engage your speaker/group/entertainment.
• Finalize the event details (location, date, time, admission cost, etc.). Verify these with the Classroom and Event Management Office and Catering.
• Finalize any contracts. Fill out purchase orders and check requests.
• Order any special equipment needed (AV equipment, tents, signs, corsages/boutonnieres, etc.)
• Notify the Events Office of the event.
• Determine your publicity plan (invitations, advertising, campus notifications, etc.) Don't forget about various internal publication options.
• Compile the invitation list.
• Design the invitations/have the invitations designed. Be sure to include directions and parking information for off-site guests. Keep in mind who will be receiving the invitation and anticipate the questions they will have.
• Send out the invitations (4-6 weeks in advance for formal events). Be sure to take 3rd-class mailing time into consideration.
• Make sure all Hamline people who should know about the event do know about it.
• Have event programs designed and printed, if used.
• Process reservations, if used.
• Think about special seating arrangements. Make "reserved" signs if necessary.
• Touch base with your event participants, making sure they're ready.
• Answer any questions and confirm their tasks.
• Confirm your guest count with Catering.
• A few days before the event, walk through the space with "visitor" eyes. Make sure light bulbs are working, coat racks are available, restrooms are available, etc. Make a list of any signs you should have made that will help your guests.
• Make those signs.
• Pick up any honorarium checks.
• Make any nametags or packets.
• A day or so before the event, pack up your materials for the event. Include extra tape, pens, markers, cash (for change if people are paying for the event), all your signage, programs, honorarium checks, etc.
• Host your event!
• After the event, evaluate it. Write down how it went--successes, what could be improved. Keep a list of those who attended. Complete your budget with the actual numbers. Give yourself suggestions for the next time you hold a similar event. Most importantly, compare your event to the GOAL you set for it. How well did it do?
• Follow up with any discussions/requests you had at the event. (Guests that want to be added to your mailing list, people who want to meet with you about some ideas they have, etc.)
• Write thank-you notes and letters.
• Do any budget transfers needed.