EVENT CHECKLIST & ACTION SHEET
|Event Details |
|Hosts | |
|Funding Body | |Cost Code | |
|Date | |Time | |
|Venue | |
|College / Dept. | |
|No. of People | |
|VC Involvement |Yes/No |Diary request has been sent by |
|PR & Media |Yes/No |Contact media@cdu.edu.au |
|Photography |Yes/No |Contact photographer@cdu.edu.au |
|VIPs Attending |Yes/No | |
|Activity |Responsible |Due Date / Status |
|Planning [add/remove tasks relevant to your event] |
|Contact VC’s Office for Diary Request | | |
|Confirm date and time with relevant staff | | |
|Confirm MC for the event | | |
|Arrange plaque for unveiling (for building openings) | | |
|Prepare background and speech notes for VC | | |
|Book fleet vehicle for event (if required) | | |
|Program | | |
|Prepare draft run sheet and forward to relevant staff | | |
|Arrange Welcome to Country and Indigenous Performers (if required) | | |
|Arrange staff / students for tour stops | | |
|Arrange pre-tour of facilities with VC | | |
|Finalise run sheet which includes list of VIPs and forward to relevant staff | | |
|Invitations | | |
|Compile draft invite list including VIPs, Politicians, senior staff and staff | | |
|involved in project | | |
|Send invitation list to relevant areas for review | | |
|Draft invitation | | |
|Send invitations out | | |
|Provide update on RSVPs numbers | | |
|Provide final list of RSVPs to VC’s Office, Security and other relevant areas | | |
|Prepare registration list for event | | |
|Prepare name badges (if required) | | |
|Prepare staff passes for all staff working during event (if required) | | |
|Media & PR | | |
|Liasie with Media and Communications to discuss requirements | | |
|Prepare media release and contact media | | |
|Book photographer | | |
|Prepare media passes for media attending events (if required) | | |
|Facility Requirements | | |
|Prepare Function Bulletin Request for Facilities | | |
|Book additional equipment – staging, marquee, chairs, plants | | |
|Ensure grounds, pathways and gardens are tidy | | |
|Ensure toilets are clean and stocked with consumerables / Floors / Buildings | | |
|are cleaned. | | |
|Test AV equipment to be used to ensure its working prior to event | | |
|Arrange quote if post-event cleaning is required | | |
|Security | | |
|Prepare Security Risk Assessment | | |
|Send disruption notice to staff regarding closed carparks (if required) | | |
|Brief security on speaker, guests etc and provide with run sheet | | |
|Catering | | |
|Arrange quote from preferred caterer | | |
|Advise caterer final numbers | | |
|Confirm run sheet and service time with caterer | | |
|Staffing Requirements on the day | | |
|Set up area, signage, banners | | |
|Set up Equipment, A-Frames, Plants | | |
|Set up AV equipment | | |
|Set up and staff registration desk | | |
|Other | | |
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|Contact |Position / Area |Phone |Mobile |
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