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EVENT PLANNING
CHECKLIST
Use this basic checklist to
assist your club/organization
in planning a successful
event. Brainstorm with key
contributors prior to event
planning to be sure that
everything is covered.
Name of Event:
__________________________
__________________________
Date(s):
__________________________
__________________________
Time:
__________________________
__________________________
Location:
__________________________
__________________________
Event Purpose:
__________________________
__________________________
__________________________
__________________________
__________________________
__________________________
SCHEDULING/PLANNING
1Talk with appropriate administrator(s) about reservation needs
(at the Welcome Center in the Campus Center or at reserve@rit.edu)
What size room is needed?
How much time is needed for set-up?
Should a rain date/location be reserved?
Tentatively book dates (are multiple needed?)
2Find out what services are required
(Facilities management, Dining Services, Public Safety, etc.)
*Use Event Planning Logistics Checklist to determine service needs
3 Register event through EVR online at The Link at least two weeks in advance.
*Don’t forget to continue checking your event submission page on The Link.
Additional information may be requested be service providers in order to approve the event.
Contact evrgrad@rit.edu with questions.
BUDGETING
E-board members are financially certified through the Club Center
Meet with Club Center financial staff regarding club funds
Where are the funds for this event coming from?
Club Budget
Member Contribution
Fundraising
Student Government Finance Committee Request
Co-Sponsorship
ADVERTISING
Fill out a Center for Campus Life Art Request for help creating communications
& advertisements (found at rit.edu/campuslife)
Fill out a Promotion Distribution Form to have communications posted
throughout campus (found at rit.edu/campuslife or in the Club Center)
SHOPPING
Supplies purchased for event/preparation:
_______________________________________________
_______________________________________________
_______________________________________________
SPECIAL EVENT PROCEDURES/AGREEMENTS
*If the event includes any of the following components, please read and abide by the appropriate
procedures
Raffle Movies
 Bingo  Car smash
 5k
 Barbeque
101615
EVENT PLANNING
CHECKLIST
EVENT SET UP
Specific room set up required
Tables
Size and quantity
Linens
Chairs
Trash cans
Special lighting and/or sound equipment
Signage
Stage or dance floor
Technical needs
Curtains
Golf carts for transportation
FOOD & BEVERAGES
 Food will be provided
Brick City Catering
Dining Express
Outside Caterer
Purchased Externally
Homemade
Food provided at no cost to attendees
*Must follow University Vendor Policy
TRANSPORTATION
 Transportation required
Vans or buses
Personal Vehicle
SAFETY
Event attendees include non-RIT community members
Non-RIT attendees need designated parking
Minors
Money will be collected at the event
*Must follow cash handling procedures and protocol.
Event includes activities that could impose risk of injury to participants/spectators
Third party vendors will be present at the event
101615

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