Event Planning Checklist

Use this checklist to confirm that all essential planning elements are addressed prior to your event.

Venue & Logistics

Have your Reservation Number ready for all correspondence and payments.

Confirm that your Event Time includes sufficient setup and breakdown time.

Include contact information for disability accommodations in your promotional materials.

Notify ECS immediately if hosting elected officials or high-profile dignitaries.

Catering & Vendors

Coordinate all catering needs through Gourmet Dining.

Ensure third-party vendors submit required COIs at least 15 days prior.

Obtain ECS approval for non-university equipment before the event date.

Decorations & Facilities

Do not use glitter, confetti, candles, or open flames.

Do not use tape, tacks, or nails on walls or windows.

Remove all bulk trash and decorations immediately after the event.

Day-of Event Responsibilities

A representative from the host organization must remain on-site for the duration of the program.

Communicate any last-minute changes directly to your assigned salesperson.

For required compliance deadlines, see Planning Deadlines & Lead Times.