Event Planning Checklist
This is a brief checklist of steps to use when planning an event at Cincinnati Law.
Six Weeks or More Prior to the Event
- Determine size, location and topic of your event.
- Determine your co-sponsors and invitees.
- Check the 25Live scheduling database for available dates (https://25live.collegenet.com/uc/).
- Contact speakers and/or participants to determine availability.
- Confirm speakers and participants. Discuss time, date, and place, as well as dietary requirements, type of travel, payment, technical and accessibility needs. If you have a speaker who uses a wheelchair or is otherwise unable to navigate the steps to the speaker well in room 114 or 118 of the law building, you will need to schedule your event in another room at the College or elsewhere on campus.
- Enter your event into the 25Live scheduling database. Consider room capacities at the law school. These can be viewed in 25Live, but as a general reference:
- Room 114 holds 190 people.
- Room 118 holds 110 people.
- The 2nd floor Atrium used as a reception hall will accommodate 10 round tables.
- The 3rd floor Crow’s Nest used a reception/dining area will accomodate 4 round tables with 8 chairs per table. Rectangles (2-3) can be set up in the hallway with dual access.
- Determine event budget and secure funding sources. If necessary, seek donations or sponsorships to assist with budget management. Consider:
- Cost of promotional materials and/or invitations
- Speaker(s) costs, including travel, hotel, miscellaneous expenses
- Supplies, including pens/pencils/markers, binders, flipcharts, notepads
- Duplication of program materials
- Speaker gift and/or attendee gifts.
- Establish a publicity plan for the event. Create print materials including invitations, save the date cards, brochures, posters, etc. Schedule a meeting with the College Relations Director, Sherry English (firstname.lastname@example.org, 513 556 0060, room 204A) to review your communication needs including publicity, brochure design, photography, webcasts and paper and digital signage.
- Send invitations and/or announce your event.
- Determine if your event requires program materials and make arrangements for their production and printing. Program materials can be copied through the University Copy Center (http://healthnews.uc.edu/communications/duplicating/). The Copy Center provides free pick-up and delivery and maintains a one-day turnaround for most small and average-sized jobs. Students are responsible for printing their own event brochures. Program materials may include:
- Name tags
- Table tent cards
- Determine registration requirements for participants. The registration process can be done by phone, mail or email. When a fee is involved with the event, the law school is permitted to accept payment by check only. The law school cannot accept payment by Paypal or credit card, per university policy.
- Book travel arrangements and communicate travel reimbursement guidelines to participants. Travel Authorization Forms must be completed and signed by the College of Law Dean prior to travel arrangements for each invited guest.
- Request special services and equipment. Audio/visual capabilities are available at the College of Law in rooms 100 A & B, 104, 114, 118, 203, 204, 208 and 302. For questions regarding audio/visual needs in the law building and to order equipment, contact Michael Mimms (email@example.com, 513 556 0161).
- Select caterer, confirm date on their calendar, and provide a draft agenda of food service needs.
- When hosting an event for CLE credit hours,
- Select the topic of the event.
- Determine the amount of time the event will last, excluding all breaks, breakfast, lunch or dinner.
- Submit information including program description, agenda, handout materials and speaker bios to the Assistant Director of Curriculum and Student Affairs, Cheryl DelVecchio (firstname.lastname@example.org, 513 556 0063, room 200) no less than two months prior to the event in order to get approval from the Ohio Supreme Court or the Kentucky Bar Association. When approval is granted, Cheryl will supply an appropriate amount of cards for the event which will contain the activity number. The law school can only submit CLE to Ohio, Kentucky and Indiana. Note that not all CLE programs have a fee to attend.
Two Weeks Prior to the Event
- Provide posters or flyers for display on law school bulletin boards.
- Request any presentation materials from speaker(s).
- Send reminder email to invitees.
- Meet with all involved event staff to discuss logistics for the day of the event.
- Finalize catering arrangements.
- Check in with speakers and/or participants to confirm travel arrangements and event details.
- Confirm number of attendees with caterer.
- Confirm any and all housekeeping requests. To request tables and chairs to be set up at the law school, contact the College of Law Financial Administrator, Victoria Hayes (email@example.com, 513 556 2391, room 200).
- Confirm media services needs.
3-5 Days Prior to the Event
- Deliver proper “day of signage” (directional signs, sign for event door, images for digital signage within the law school) to Sherry English (firstname.lastname@example.org) to have displayed.
- Send a final email reminder to invitees.
- Purchase food, drinks, ice, utensils and other items not supplied by caterer.
- Pick up parking passes for speakers. Guest speakers may receive a pass for a space behind the law school. Contact Victoria Hayes (email@example.com) to secure a pass.
- Print/copy nametags and other materials as needed.
Day of Event
- Check room to make sure it is clean and holds the necessary equipment and furniture.
- Put event announcements in stands throughout the law school.
- Arrange table seating if necessary.
- Meet caterer for set-up.
- Place water at the podium for each speaker.
- Set-up name tags and/or distribute programs.
- Take photos of the event and send them to Sherry English for use on social media (firstname.lastname@example.org).
Within One Week Following the Event
- Send speakers thank-you notes.
- Pay vendors. Submit original receipts for payment/reimbursement.
- Compile a list of all expenses incurred for the event.
- Document all event details and discuss possible improvements, so that future groups may benefit from your experience.
- Collect all submitted CLE cards and forms and return to Cheryl Delvecchio in room 200 for processing.