Event Planning Checklist

CIS & PGE Event Planning Check List☐ Event concept and confirmation☐ Check UChicago calendar and internal calendars for date conflicts☐ Email speaker asks☐ No speaker fees offered for authors on book tour☐ Speaker fees offered for individuals providing trainings/workshop☐ Occasionally $250-500 speaker fees offered for average event☐ Distinguished Lecturer may be offered $1000 speaker fee☐ Information needed from speaker(s)☐ Permission to record talk☐ Bio☐ Talk title☐ Description of talk content☐ Picture of speaker☐ Images relevant to the talk☐ Additional readings/resources☐ Interest/availability for dinner/reception☐ Dietary Restrictions☐ Add event details to website, calendar and UChicago calendar onceconfirmed☐ Reach out to UChicago partners to share with their calendar (optional)☐ Reach out to University and city-wide partners (when applicable) for cosponsorship☐ Co-sponsorship can involve assistance with publicity and/or contribution of funding☐ Add co-sponsors to information on website, calendar and UChicagocalendar once confirmed☐ Share event posted on UChicago calendar with co-sponsors’ calendars☐ Arrange for co-sponsorship funding transfers and speaker fees☐ Have co-sponsors pay for logistical items directly when possible (ie. Hotel room,speaker fee, airfare)☐ Send Administrator information on requests for our funding and any fundingtransfers to us☐ Provide Administrator information, as soon as possible, on whether speaker fee willbe paid to non-U.S. citizen, visa information, etc☐ Book speaker airline ticket☐ Book using GEMS after asking for flight date/time preference from speaker☐ Print to PDF a copy of the paid purchase page of ticket for reconciling later☐ Economy class only (speaker can upgrade with his/her own miles or payseparately)☐ Need speaker’s DOB for booking (nice to also ask seat preference and ff#)☐ Reserve hotel room(s) for visiting speaker☐ Reserve and pay with GEMS☐ 3 rd party authorization available at Club Quarters☐ Book Quad Club as soon as possible, fills up far in advance☐ Typically, room and tax only are covered☐ Organize reception and/or dinner (when applicable)☐ Pay with GEMS, make sure caterer or restaurant knows about tax exempt status(on card)

☐☐☐☐Highlight reception information on event web page and in campus emails tostudents/facultyPersonal reception invite emails can be sent to specific student groups and facultymembersDinners invites made to faculty and grad students at least 2 weeks in advanceMake reservation at restaurant, and let them know about tax exempt GEMS card inadvance☐ Event introduction -- introduce speaker and also mention upcoming events,describe series, etc.☐ Photos of event☐ Taken by student or communications coordinator arranged one week in advance☐ Posted in place accessible by all staff (shared drive, flickr, etc)☐ Used for web page write-up, Facebook posts, newsletter, etc.☐ Recording of Event☐ Have speaker sign release at event, paperwork kept by communicationscommunicator☐ Provide communications coordinator with information on amplification in room☐ Student uses CIS camera to record☐ Student or communications coordinator edits and finalizes video☐ Video of event posted less than 2 ½ weeks after event☐ Posted video highlighted on website, emails, Facebook☐ Publicity – Pre-Event☐ Web page on CIS/PGE website☐ Share link with event co-sponsors☐ Posters/Fliers☐ Text, graphics and any other materials provided 4-6 weeks before event:☐ Name of event/Title (which might be multiple things, e.g.--if it's adedicated speaker series and then the title of the presentation)☐ Name of speaker☐ Affiliation of speaker☐ Date☐ Time (sometimes it's just a start time, sometimes it's start and endtimes)☐ Location (this should include building name, room number, andstreet address)☐ All co-sponsors, which often requires logos; sometimes it's just a listof departments/organizations. (Note: some sponsoring organizationshave special requirements, like I-House. Always ask if there is aspecial way a unit wants to be acknowledged on the poster.)☐ Disclaimer on the bottom with who to call for additional informationor if special assistance is required to attend event.☐ Optional: Graphics, preferably high-resolution — including speakerpictures, book covers, photographs, etc.☐ Created and shared at least 3 weeks in advance of event☐ Posted around campus 2 weeks and 1 week in advance by students☐ Postcards or bookmarks created for series☐ Emails sent to campus lists, 2 weeks, 1 week, 1 day, and day of event☐ Emails sent to public lists with event information included, 1 month, 2 weeks, 1 week,and 1 day before event☐ Facebook☐ As an event☐ Status updates☐ Let co-sponsors know they can grab FB event page to ‘share’

☐☐☐☐Twitter☐ Posts leading up to the event and same dayPost to online calendars of city-wide organizationsInformation to Reader/Time Out/New City/Hyde Park Herald 2 weeks in advance ofprint issue dateAdvisory sent 1-3 days before to local papers, including Maroon, Herald, Tribune,Sun Times (optional)☐ Email sign-up and registration (when applicable) at event☐ Students at table☐ Publicity – Post-Event☐ Post write-up with photos within 48 hrs of event☐ Video and other media links added when ready☐ Post larger events as featured news☐ Event wording changed to a past event within 1 week of event