This will serve as a guide for planning events. You may have more or less details to plan.

Pre-Planning

1. What is it you want to accomplish? What is the goal?

Agenda

1. Set-up time ______
2. Starting time ______
3. Ending time ______
4. Clean-up time ______

Budget

1. Facilities ______
2. Supplies ______
3. Food ______

Location

1. Reservations ______
2. Account number ______
3. Purchase Order ______
4. Layout of room(s) ______
   1. Chairs ______
   2. Tables ______
   3. Lectern ______
   4. Tables for Audio/Visual equipment ______
   5. Other ______
5. Keys to room ______
6. Clean-up—Who? ______

Supplies

1. Paper ______
2. Pencils/Pens ______
3. Markers ______
4. Tablecloths ______
5. Audio/Visual equipment ______
   1. Audios ______
   2. Videotape ______
   3. Film ______
   4. Slides ______
   5. Overhead ______
   6. Microphone ______
   7. Screen ______
   8. Television ______
   9. VCR ______
6. Easels ______
7. Chalk ______
8. Nametags ______
9. Notebooks/Folders ______
   1. Inserts ______
   2. Copies ______
10. Other Supplies for exercises as required:
    1. ______
    2. ______
    3. ______
    4. ______
11. Extension Cords ______
12. Masking/Duct tape ______
13. Grease pencils ______
14. Overhead Markers ______
15. What have we forgotten? ______

Food

1. Do we have the budget to pay for this? ______
2. Types of food/quantity ______
3. Beverages/quantity ______

Who is going to participate?

1. Members of organization? ______
2. University Community? ______
3. General Public? ______
4. What if they don’t show? ______
   1. Contingency Plan? ______
5. Do the participants know what they are participating in? ______

Speakers/Facilitators

1. Who? ______
2. Contact the person(s) early enough? ______
3. What is the presentation going to be about? ______
   1. Topic? ______
   2. Handouts? ______
4. Begin Paperwork for...
   1. Payment/Stipend? ______
   2. Room/Food ______
   3. How to pay? PO ? ______
5. Confirm speaker 3 days prior to event!!! ______

Publicity

1. Contact: mail, phone, and visits ______
2. Newspaper(s) ______
3. Press release on speaker ______
4. Follow-up! ______

OU Forms

1. Classroom Request ______
2. Campus Display ______
3. Outdoors Permit ______
4. Solicitation Permit ______
5. Expression Permit ______

What Else?

1. The Program/Event
   1. Arrive early – make sure everything is set up and ready to go
   2. Supplies – don’t forget
   3. Food – who is delivering? When?
   4. Speaker – what if they are late? Contingency plan? Icebreakers? Activities?
2. Post Activity
   1. Evaluation of program/event:
      1. Did the event achieve its goals?
      2. Is this an event we want to continue?
      3. Changes to event?
   2. Are the bills paid?
   3. Is speaker paid? Paperwork completed?
   4. Records of event kept?