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Indoor Event Planning Checklist

Please come prepared to discuss the following:

Important Timelines

Timelines are based off of required guidelines established by community partners.

  • Meeting with Event Coordinator: date listed on Tentative Reservation email
  • First Right of Refusal: Submitted AND Approved: 10 business days prior to event
  • External Entity Review: Completed by 10 business days prior to event date
  • Confirmation: 10 business days prior to event date

Agenda and Registration

Agenda and Registration

  • Solidify event timing (access, doors open, event start, event end, exit)
  • Method of Registration (RSVP, first come-first serve/on-site registration)
  • Anticipated attendee count
  • On-site contacts

University Catering

  • University Catering is the preferred vendor for Student Union indoor spaces
  • Any beverages provided must be Coca-Cola products

    AV Needs

    • Equipment (microphone, mic stands, projector/monitor, podium)
    • Livestreaming/recording service
    • Hybrid audience
    • Client to provide laptop
    • Run of Show/Event Agenda
    • AV Ready By Time

    External Food Source

    Vendors

    • Vendors include decorators, caterers, event production, DJs/bands, performance groups, retailers, etc.
    • Load In/Out Plan and Time
    • Certificate of Insurance (COI)

    External Entities

    • External entities include speakers, DJs/bands, performers, instructors etc.
    • External entities are reviewed to verify logistics and safety measures of event
    • Required information for each entity

    Decorations

    • No confetti, glitter, fog machine or open flames
    • Painter’s tape must be used if hanging decor
    • Balloon arches or columns
    • Photo backdrops or step and repeats

    Risk Management

    • Room Capacity
    • Line and Crowd Control Plan
    • Inclement Weather
    • Event Staffing (Police, Security, Advisor)
    • University Closure or Delayed Opening

    Equipment and Diagram

    • Vision for Space
    • Table & Chair Needs (registration, awards, food service, etc.)
    • Miscellaneous (Stage, Coat Racks, Easels, Sign Posts, Stanchions, etc.)
    • Maximum capacity to be reviewed

    Staff and Volunteers

    • SU Staffing (AV Technician & Event Manager) and associated fees
      • required based on reserved room and event needs
    • Customer-provided volunteers and tasks

    Risk Management

    • Compile questions to review and discuss with your assigned event coordinator