Events Planning Checklist

The Office of Campus Events, in conjunction with our campus service providers, has developed the following event planning checklist. It is meant to be a helpful guide for planning events and for adding services to your reservations.

Services must be added to your request by “Red Alert” (redalert [at] desu.edu) at least 15 working days in advance. Contact the Office of Campus Events at campusevents [at] desu.edu with any questions and for assistance with reservations or planning/logistics.

Logistics

Location (confirmed space reservation)
Date (keep in mind holidays and breaks)
Set-Up Time (Start & End)
Program Start Time
Program End Time
Breakdown Time (Start & End)
Set-Up Diagram/Design
Amount of Attendees
Event Colors

Furniture & Other Items

Coat Racks
Barriers
Chairs
Pipe and Drape
Podium (does not have mic/sound)
Presidential Seal for Podium (if president is speaking)
Tables: 60” Rounds
Tables: 6’ Rectangles
Trash Cans
White Board(s)
Catering
Contract with AV or third party (depending on space)
Linens
Staging Tables (6’ Rectangles)
Stage

Audio/Visual

Livestreaming/Recording
Microphone(s) (handheld/lavalier/podium mount)
On-Site Technician
Projection Screen/Monitor
Sound System

Miscellaneous Items

Custodial Services (requires red alert work order)
Electricity (extension cords, generator, etc.)
Grounds Services (requires work order)
Security
Trash Removal
Additional Considerations
Accessibility
Event Promotion
Parking
Rain Site (if applicable)
Signage
Green Room
Riders/Instructions (green room, tech, etc.)
Tent Permits (if applicable)