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Four Weeks* Before Event

• Check availability of potential event dates and make reservation
• Secure necessary A/V equipment (lectern, projector, lectern microphone, Q&A microphone if necessary)
• Confirm budget and funding
• Write rough outline of the event’s program

Two Weeks Before Event

• Confirm date and time for the event location and catering reservations (if applicable)
• Add event to campus calendar
• Create Facebook event page and send invitations
• Send emails to campus organizations and their leadership announcing the event
• Ask professors if they could announce the event at the beginning of their classes or via class emails

Create a sign-up for timeslots and divide responsibilities among volunteers for the event, which may include:

• Organizing pre/post event reception (if applicable)
• Promotion/marketing
• Introducing speaker(s)
• Facilitating and overseeing Q&A session
• Taking photographs of the event
• Coordinating event coverage on social media
• Organize transportation and hospitality for speaker(s) or guest(s)
• Post flyers around campus with event details
• Write a press release (if applicable)

Three Days Before Event

• Announce the event in your classes (with your professors’ permission)
• Share Facebook event page on social media
• Pass out handbills or event flyers on campus and outside of popular hangout spots
• Email volunteers their assigned tasks for the day of the event
• Prepare an introduction for the speaker(s) or event and some discussion questions, if needed
• Send press release to local and campus media outlets (if applicable)

Day of Event

• Morning of event: confirm any catering orders and check A/V equipment
• Send final reminder to event volunteers with their delegated tasks
• Pick up catering and drop it off at venue
• Make sure speaker’s transportation is scheduled and/or meet at an agreed upon location on campus
• Host an informal reception with speaker(s) and attendees before or after the main event (if applicable)
• Take pictures and/or record the event

Post-event

• Send thank you notes or emails to all parties involved—including funding sources
• Update social media event page thanking those who attended
• Compile list of steps taken or roadblocks in planning the event for future event organizers

*Larger events with acclaimed speakers may need four to six months in advance for preparation. Ask your school’s event services office if there is a suggested timeline for planning campus events.