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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