• Who is your target audience for the event?
• What are your key measurements?
• How will you gauge effectiveness? 

• Ensure hosts, VIPs, and/or speakers are available for specified dates
• Request participation of campus leadership
• Consult the UB events calendar when selecting. Please also consult an Interfaith Holiday calendar to avoid conflicts with major cultural and religious holidays
• Think of campus culture/academic schedule when selecting times

• Research potential funding sources, such as partnering with other departments
• Determine if your event will charge a fee to guests and consult with the Financial Management team to develop your event fee
• Review Procurement policies and guidelines (i.e., purchasing dollar thresholds and Procurement FAQs

• A/V capabilities
• Parking availability and costs
• Maximum capacity
• Accessibility accommodations
• Access times to space
• Load-in/delivery capabilities
• Equipment included with room rental

Please review a list of available campus venues.

In the case of inclement weather, you should develop a plan that encompasses details about potential location change, cancellation, postponement, etc.

• Speak with vendors about refund and cancellation policy costs and deadlines
• Determine who will make the rain plan call and when you will make your final decision
• Determine how you will communicate an alternate location or details to your guests
• Consider additional needs such as different staff, rental equipment, etc.

In the case of outdoor events, a weather plan should also include an evacuation plan and emergency shelter locations. Please consult with Environment, Health, and Safety (EH&S) for further guidance

• Consider your target audience and key messages
• When possible, research similar past events

• Consult UB’s Accessible Meetings and Events website for guidance, or contact the Office of Equity, Diversity and Inclusion (EDI) and the Office of Accessibility Resources

• Complete necessary permit applications such as tent permits, food permits, etc.
• If your event will have alcohol, the catering company must secure a liquor license which requires a minimum of 30 days advanced notice
• Determine safety and emergency preparedness needs and discuss with EH&S and University Police

If you have an event planning committee, please consider:

• Creating a reoccurring calendar appointment
• Scheduling any key meetings with your stakeholders

• Consult the common On-Campus Services and Off-Campus Services 
• Review a list of common event-related policies regarding contracts, procurement, and permits

• Contact University Police to discuss potential concerns and security needs
• Determine if additional crowd management is needed
• Schedule any necessary walkthroughs

• Will your event be live streamed or recorded for post-event viewing and/or archival purposes?
• Who is coordinating?
• Where will the webcast run on the website?
• Who will write copy for the site?
• When will the site go live?
• Where will the video be archived afterward?
• Who will caption the live stream?
• Can you run analytics afterward to see number of viewers?

• Lighting
• Supplemental video needs
• Sound for music and speakers
• If you have a presentation, ensure you have wireless advancer, projector, and screen
• Coordinate additional mics in the audience for any Q&A needs
• Ensure you have on-site A/V tech for event
• Confidence monitors for speakers

Once you have selected and booked your caterer, make sure to consider and discuss the following items:

• Do any of your guests have dietary restrictions? (gluten free, dairy free, vegan, vegetarian, kosher, halal, etc.)
• VIP's preferences
• Will you need linens from the caterer or other rental company?
• Remember waters for the podium and additional speakers/guests
• Service expectations – can items be dropped off or do you need a server present, how many servers per table, when do you expect tables to be cleared, serviceware preference (eco-friendly serviceware or china products) etc.
• Alcohol needs, if any. If alcohol is being served, the caterer must apply for a liquor license
• If not using Three Pillars Catering, you must complete the food permit process with Environment, Health, and Safety. See Food Event guidance

Plants and florals can enhance your staging and event

• Review options and resources for Special Events Parking and Transportation
• Direct guests to the campus map for directions
• Request Parking and Transportation Services

• Many of the items are available through University Facilities. Visit the common Off-Campus Services page for additional rental needs
• Trash and recycling receptacles are ordered through University Facilities

• Consider using student music groups
• Determine performance needs including staging, equipment, etc.
• Schedule any sound checks, if necessary

• Based on availability, University Communications occasionally may provide a photographer for archival purposes. If you are looking for specific photos, you should hire your own professional photographer
• Contact Center for the Arts Video Production to enquire about recording your event and other production services 

• Buffalo area accommodations

• How will the event be marketed and who will lead this effort?
• Determine what and when communications will be sent (save the date, invitation, reminder, confirmations, etc.)

• Include items like your program, flyers, website graphics, and signage
• Determine deadlines to send items to printers to receive materials on time

• Consider adding your event to the UB Event Calendar. The ability to contribute events to the calendar is limited to UB faculty, staff and students who have been approved by calendar team leads or senior communicators. Permissions can be requested using the calendar permissions request form.
• Connect with your unit communicator for additional ideas and assistance

• Determine if you need to hire a designer and/or printer
• Review purchasing dollar thresholds before placing any orders to confirm if you need multiple quotes. Do not sign any contracts; consult with a procurement expert
• What is your event's main message? 
• Create design items, such as save-the-dates, invites, programs, signage, print pieces, etc. Do your marketing materials clearly reflect the UB brand strategy? Should these items be print and/or digital?
• Refer to Trademarks and Licensing for proper approvals for all materials including promotional products

• Include common guest questions such as parking, dress code, and program schedule
• Ensure the website has accessible features like alt text in images and proper color contrast

• Determine what information you will need from guests (contact information, pronouns, guest information, ADA accommodations, dietary needs, etc.)
• Setup event registration or ticket purchasing in UB Marketplace to allow your department to accept payments via credit card, debit card, and ACH (electronic checks). Free events can also use alternative registration products including Google Forms, Formstack, etc.

• Review university travel guidelines before confirming travel details
• Consider requesting a hotel block if a large portion of your attendees are traveling

• Work with your media contact in University Communications to coordinate

• Ask for photo (high-res jpeg) for website and/or program needs

• Emcees, presenters, etc.
• Best practice is to have someone introduce the president or guest of honor

• Clearly mark each speaker change in the script
• Request scripts from all participants with a talking role to create a complete script and ensure that speakers are not redundant
• Include phonetic spellings for any individuals’ names that might be difficult to pronounce
• Consider providing presenters with preferred pronouns of other participants mentioned within the script

• Check with your caterer when your final headcount is due when determining RSVP deadline
• If taking RSVPs online, consider setting a form limit to avoid overbooking
• Update website with RSVP information 

• These can be provided to guests at check-in or made available online in advance

• Check for consistent design and color usage across print and digital materials
• Review list of items needed and deadlines

• Confirm when your final headcount is due
• Discuss dietary options for common requests like vegetarian/vegan, nut allergies, and gluten-free
• Ask if there is a surcharge for late additions

• Make a safety and emergency preparedness plan and share with EH&S and University Police
• Plan a walkthrough of site if your VIP has a security detail (security guards)

• CART Transcription (captioning)
• ASL Interpreter
• Ensure you have an operational plan in place for assisting those with disabilities and that volunteers are fully briefed on plan
• Contact the Office of Accessibility Resources for assistance

• Consider planning walk-throughs with major stakeholders, committee members, campus partners, and presenters to ensure all needs are met

• Schedule speakers/musicians and others to participate
• Include technology staff such as captioning, livestream and social media

• Create volunteer plan to determine roles and needs
• Consider students from within your unit to assist volunteer needs
• Develop a training plan and schedule volunteer training

• Determine if you need to expand your guest list
• Adjust your marketing plan as needed

• Confirm you have signs or volunteers at major turns to direct guests
• For larger venues, consider a map for guests

• Visit Trademarks and Licensing for official policies
• Determine if awards/trophies will be given and research companies
• Depending on presentation, you may need gift bags or wrapping paper

• Consider purchasing or renting décor items
• Inquire with the venue about existing or available decorations
• Allow time for shipping delays and any assembly

• Determine parking and directional signage needs
• Design or order parking and directional signage

• Distribute flyers, emails, and other marketing materials

• Consult with your media contact in University Communications
• Watch for media hits related to your event

• Consider making personalized phone calls and emails, if necessary

• Include your final dietary needs
• Determine how to share dietary – nametag insert, place card, etc.

• Send them updated event details, event time, and talking points

• Finalize transportation logistics for VIPs and out-of-town guests

• Ensure you have all aspects of the event appropriately staffed

• Include stage and seating set-up
• Create table tent name cards, if needed
• Ensure you have back-up seating options available for last minute changes

• Provide list of VIPs and program elements you need photos of
• Confirm location and time details with photographer and update as needed

• Confirm setup and breakdown times
• Provide directions to load-in location
• Confirm equipment, any cost changes, and important details
• Request day-of contact information
• Provide your day-of contact information and any co-leads or back-ups
• Do one last walk-through of the venue

• Distribute to vendors and applicable campus partners

• Consider sending a reminder email to guests
• Include information such as directions, parking, maps, last-minute details, etc.
• Send a final update to VIPs including event timeline, RSVP list, etc.

• Create nametags, consider using university branded name tag templates
• Consider using a label maker for nametag additions
• Prepare extra blank nametag inserts and holders

• Ensure all printed materials are assembled and correct
• Create “Event Day Survival Kit” full of needed items such as pens, tape, scissors, mints, safety pins, first aid kit, etc.
• Creating a supply list and their locations can save trips back to the office
• Recheck all equipment/materials to ensure nothing is damaged, quantity is correct, etc.

• Ensure all appropriate contacts’ information is listed where you can easily retrieve it
• Establish preferred communication method with event team (i.e., adding to your phone for easy texting capabilities on event day)

• Deliver materials/equipment to venue site
• Set up and organize registration area
• Decorate venue
• If possible, set-up the day before so you are prepared in advance

• Alert them to any headcount changes or new dietary requests

• Include live stream, captioner and other technology staff

• Be prepared to deploy your back up plans (weather, safety and emergency plans)
• Expect last-minute changes such as attendance and set-up changes

• Arrive early
• Check all set-ups and vendors
• Place water for speakers at each podium
• Ensure signage is in place
• Provide a program/order of program to VIPs so they know speaking order
• Have additional scripts printed as backup

• Event staff should be in their assigned roles
• Troubleshoot any problems as they arise

• Pack up and inventory all materials

• Send thank you notes or emails
• Handle invoices
• Hold post-event meeting with key players
• Send photos to VIP guests
• Update website
• Consider developing and sending a survey for event feedback

• Book next year’s venue
• Send a save the date