Event Planning Checklist

Making Early Plans
Start your early planning 2-3 months in advance.
Determine event goals Create a realistic budget (with actual estimates for all costs)
Ensure adequate volunteers to plan and carry out event Select possible dates (consider religious and cultural holidays as well as other major events on campus)
Project a target audience Receive early support from Board
Securing Funding
It's difficult to raise funds, so start early. Remember that you cannot commit funds before you have them.
Prepare a detailed budget Check deadlines for funding sources
Consult the MAV Fundraising Guide Receive approval for Boosters fundraising (8 week minimum)
Develop Boosters funding list Check your MAV account to ensure committed funds have been received
Making Arrangements
Use these checklists to arrange for all needs well in advance. If delegating this work to others, ensure that one person carefully coordinates everything.

Possible equipment

Rooms
Microphone and speaker
Sound system
Lighting
Lectern
Tables and chairs
Stage or platform
Head table
Trash cans
Portable toilets
Barricades
Fire extinguisher
Food and beverage service

Possible supplies

Maps
Tickets
Directional signs
Flip charts/markers
Tape, staplers, pens
Printed programs
Parking permits
Nametags
Cash box/change
Decorations
Trash bags
Tablecloths
Water for speakers

Arrangements for speakers or performers

Investigate possible speakers or performers
Negotiate price (verbal contracts are binding)
Review final contract with assistance from MAV (see Event Planning)
Obtain social security number (required for payment)
Process honorarium form (2 weeks in advance)

Other possible arrangements

Event approval
Disability access
Security
Concessions (requires health permit)
Clean-up
Recycling
Transportation (car rental, bus, SURE, etc.)
Forms completed and delivered
Working with Others
Communicating with other Aquatics, City, and District offices is important and often required.
Contact Phone   Contact Phone
Mavericks Aquatics
(funding and banking) 		    Vendor Staff
(parties, large events, outdoors) 		varies
Development
(off-site fundraising approval) 		    Risk Management
(risky events, off-site trips, insurance) 		 
Fire Marshal
(decorations, tents, crowd management) 		    District Events
(campus runs and major events approval) 		 
Public Safety
(security plan approval) 		    Off-Site Activities (MAV)
(conferences, fundraising, party planning) 		 
District Office for Multicultural Events
(disability access and information) 		    Risk Management (Insurance and liability considerations)  
Submitting Forms
District Facility Usage Form
(rooms and facilities) 		MAV Purchase Order
(accompanies all University forms)
District Interdepartmental Request
(audio-visual, district/school services) 		MAV Honorarium Form
(speakers and performer payments)
District Work Order
(custodial) 		Boosters Fundraising Application
(off-Site fundraising approval)
Publicizing Your Event
Develop your target audience, budget and a detailed plan at least 4 weeks in advance.
Flyer/poster Website (your own site and links to others)
Designed Banner
Printed Mavericks Event Calendar
Distributed Email lists (don't rely on these alone)
Bulk permit for U.S. mail Special invitations
Ads Announcements at meetings
Daily MCTV Announcements in classes

2004-2005 Mavericks Aquatics Event Handbook
Office of Event Planning
Mavericks Aquatics Union