Preliminary Logistics
Event date:	Event start/end time:
Location: (Room, date reserved and confirmed)	Estimated attendance:
Rehearsal date/time:
Name of Event:
Requested by: (Name, department, phone number) Type of event: (Brief summary; attach agenda with specific timing for program)
Other Event Logistics
Room Arrangements (develop a room diagram)
A Conference			Head table
Herringbone			Lectern
Hollow square			Riser
Lecture			Ropes or stanchions
Perimeter seating			Tent
Rounds of 6, 8, 10			Permit
Schoolroom			Dimensions
U-shaped			Lighting, Flooring
Notes:
Other Equipment Requests		Audio-Visual Requirements
Blackboard		(refer to A-V Service Request Form)
Coat rack or coat check
Easel		Other:
Flip chart
Literature table
Message board
Notepads and pencils
Pointer
Registration table & chair
Telephone

Other:

Participants	Media Relations and Publicity
Invitation list (A&B)	Advertising
Speakers	On-campus publications
Panelists	Off-campus publications
VIPs	Photography
Overnight accommodations	Press release
Travel accommodations	Press room
Other:	Other:
Invitations, Letters, Programs
Invitations, reply cards, envelopes		Letters
- design		- compose
- printing		- envelopes
- calligraphy		- letterhead
- labels		- authorized signature
- postage		- labels
- rsvp contact		- postage
		- rsvp contact
Program - design, print, distribute at event		Other:
Notes:
Other Printed Items Escort cards & place cards
Other: (one-sided for small groups; two-sided for large groups)
Flyers & posters
Maps
Name tags
Tent cards
Tickets
Menu cards
Seating chart

Food and Beverage Requirements
Type of meal		Beverages
- coffee break		- alcohol permit
- breakfast		- bartender
- lunch		- water at podium or head table
- dinner		Linen request
- reception		Guarantee date:
Service (hire wait staff, servers)
- buffet		Other:_______________________________
- preset
- served
Decor and Signage
Balloons		Flowers
Banner		- table arrangements
Candles		- corsages, boutonnieres
Directional signs		Plants
Flag		Lectern sign
Other:
Notes:
Housekeeping
Trash and Recycling cans	Windows
Meeting and rest rooms	Hallways to meeting room
Grounds	Carpet
Transportation and Public Safety	Entertainment
Buses	Live music
Vans	Recorded music
Valet
Parking	Other:
Security
First-aid station
Other:

Recognition or Gift Items	Special Needs Requests
Awards, certificates, plaques, trophies	Interpreter
Merchandise	Braille, audio-recording, enlarged print
Framing	Wheelchair access
Calligraphy	Dietary restrictions:
Engraving	Registration form or other literature
Shipping	Assign staff to assist individual
Other:	Other:
Notes:
Staff Briefing Talking Points		Greeters/Ushers/Doorman
Event agenda or program		Location
Date & location of event		Number
Food and beverages requirements
Seating chart		Other:
Speaker biography
Staff duties
Directions to event
Other:
Post Event Correspondence		Files
(on and off campus vendors)		Correspondence
Thank you letters		Contracts
Evaluation forms		Bills