Checklist for event logistics - College of Engineering - University of ...
Checklist for event logistics - College of Engineering - University of ...
Checklist for event logistics - College of Engineering - University of ...
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UNIVERSITY OF WASHINGTON<br />
EVENT PLANNING<br />
COLLEGE OF ENGINEERING<br />
Primary Contact<br />
Event Coordinator<br />
Phone<br />
Today’s Date<br />
Email<br />
EVENT<br />
Event Name/Purpose<br />
Number <strong>of</strong> Guests<br />
LOCATION<br />
Primary Location<br />
Alternate Location<br />
Person to make Reservation<br />
Phone<br />
Email<br />
Contact Person at Location<br />
Phone<br />
Email<br />
Additional In<strong>for</strong>mation<br />
DATE<br />
Event Date<br />
Reservation Deadline<br />
Task Completed<br />
Initials<br />
Recurring Event Yes No<br />
PRELIMINARY MEETINGS<br />
LOCATION OF PREPARATORY MEETINGS<br />
1.<br />
Start Time<br />
AM<br />
PM<br />
End Time<br />
AM<br />
PM<br />
Frequency<br />
Last Occurrence<br />
DATE TIME Contact Person<br />
Participants<br />
Phone<br />
2.<br />
3.<br />
ROOM SET-UP/CLEAN-UP<br />
DETAILS OF ROOM SET-UP<br />
DATE<br />
Contact Person<br />
Phone<br />
Participants<br />
TIME<br />
DETAILS OF ROOM CLEAN-UP<br />
DATE<br />
Contact Person<br />
Phone<br />
Participants<br />
TIME<br />
UoW 1144 (8/00)
CATERING<br />
Catering Company<br />
Number <strong>of</strong> Guests<br />
Food Delivery Date and Time<br />
Contact Person at Catering Company<br />
Special Details: (i.e. c<strong>of</strong>fee, meals, desserts...)<br />
Phone<br />
Email<br />
Person to order Catering<br />
ALCOHOL<br />
The <strong>University</strong> requires a Banquet Permit if alcohol is served.<br />
See COE Event Procedure Manual <strong>for</strong> further in<strong>for</strong>mation about this process.<br />
Person to obtain Banquet Permit<br />
COMMUNICATIONS AND GRAPHICS<br />
Contact Person<br />
GUEST LIST<br />
INVITATIONS<br />
NAME TAGS<br />
Contact Person<br />
Contact Person<br />
AWARDS/ Contact Person<br />
CERTIFICATES<br />
Contact Person<br />
HANDOUTS<br />
TECHNICAL INFORMATION<br />
Equipment Requested<br />
Slide Projector<br />
LCD Projector<br />
Overhead Projector<br />
TV/VCR<br />
Person responsible <strong>for</strong> Equipment Arrangement and Set-up<br />
Laptop<br />
Other (specify)<br />
Phone<br />
Phone<br />
Phone<br />
Phone<br />
Phone<br />
Banquet Permit Purchase Date<br />
Deadline<br />
Deadline<br />
Deadline<br />
Deadline<br />
Deadline<br />
Set-up Time<br />
Removal Time<br />
Reservation Deadline<br />
Task Completed<br />
Initials<br />
Task Completed<br />
Initials<br />
Task Completed<br />
Initials<br />
Task Completed<br />
Initials<br />
Task Completed<br />
Initials<br />
Task Completed<br />
Initials<br />
Task Completed<br />
Initials<br />
OFFICE SUPPLIES<br />
Supplies Requested<br />
Pens Folders Notepads Others (specify)<br />
Person to order Supplies from Front Office<br />
BUDGET<br />
Estimated Cost Budget Number Budget Approval (Signature)<br />
$<br />
ADDITIONAL CONSIDERATIONS<br />
Paid by COE<br />
PARKING ARRANGEMENTS<br />
Mailed<br />
Mailed<br />
CAMPUS MAPS<br />
Yes<br />
Yes<br />
Yes<br />
No<br />
No<br />
No<br />
Contact<br />
Contact<br />
Task Completed<br />
Initials<br />
DIRECTIONAL SIGNS<br />
PHOTOGRAPHY<br />
Created<br />
Posted<br />
Details<br />
Yes<br />
Yes<br />
No<br />
No<br />
Contact<br />
Contact<br />
TRAVEL<br />
Details<br />
Contact<br />
SPECIAL ACCOMMODATIONS<br />
Specify<br />
Contact<br />
ADVERTISEMENT/PRESS<br />
Specify<br />
Contact<br />
FOLLOW UP<br />
Details<br />
Contact<br />
OTHER<br />
Specify<br />
Contact<br />
UoW 1144 (8/00) REVERSE
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