Sample Event Planning Worksheet - Student Unions & Activities
Have Questions? Contact Student Activities at sao@umn.edu or 612/626.6919 Sample Event Planning Worksheet Group Event Planner (Point of Contact): Phone Number: Email: Partnering Student Group/Co-Sponsor: Contact Person(s): Phone Number: Email: Event Name: Event Date(s): Room(s): Event Start Time: Event End Time: Additional Setup/Takedown Time: Room Reservation Start Time: Room Reservation End Time: Total Number of Participants: Students – Undergraduate (U of M) Students – Graduate/Professional Faculty/Staff Non-University (students and non-students) Does this event include: Media VIP Attendees Notify Venue Reservations staff of media and high profile attendees as early as possible.
Event Description: Goals of the event: List the goals of the event. Goals should be SMART (Specific, Measurable, Attainable, Relevant, Timely). You should consider the nature of your event, desired outcome and the desired audience. Event Type Banquet/Reception Lecture/Seminar Concert Meeting Conference Performance Dance/Gala Rehearsal Exhibition Other: Film Showing Set-Up Type Banquet Rounds Classroom Style Banquet Rectangular Empty Room Theater Style Other
Breakout Sessions / Additional Spaces Needed Number of Breakout Sessions Details: Agenda : to : : to : : to : : to : : to : : to : : to : : to : : to : : to : : to : Equipment None Lectern Flip Chart Portable Panels Easel Power Stage/Platform Other Will you be using any decorations? No Yes (Contact Venue Reservations staff to learn policies and approval process for decorations)
Parking No Additional Parking Needed Lot/Ramp/Meter Reservations spaces needed/reserved Security Do you anticipate the need for security? No Yes (Indicate Reason): Contact Venue Reservations staff to learn process for requesting security at events. Each venue handles requests differently. Insurance For RSOs, are you required to get liability insurance, or should you, to protect your group? For CLPs, check with your departmental advisor on needed processes or additional insurance coverage. Yes, insurance is needed for this event. (Indicate Reason): Insurance is not required. Contact Student Activities Advisors to learn more about insurance coverage options and University requirements. Catering None Yes Outside Caterer University Catering Pre-Packaged Food from Grocery Store Potluck Permits & Due Dates Food Food Permit: 10 U of M Business Days Before Event Bake Sale Permit: 5 U of M Business Days Before Event Pizza Agreement: 5 U of M Business Days Before Event Potluck Agreement: 5 U of M Business Days Before Event Alcohol Permit: 20 U of M Business Days Before Event Sales & Fundraising: 10 U of M Business Days Before Event Films and Video Games- Public Performance Application: 10 U of M Business Days Before Event
Audio Visual None Conference Call Microphones Live Band Flat TV, Screen or Projection Needs Performance Videotaping (additional personnel needed?) Lighting Changes Internet (verify wireless stability or LAN access) Other AV Technician Needed: Yes No Events with a performance element should have an additional Audio Visual Event Agenda developed. Below is an example that Student Unions and Activities uses for spaces in Coffman and SPSC: Detailed Event Agenda Please describe the timeline of your event in detail. This information determines what type of AV support will be needed at your event. A full and accurate description ensures that your event will go as smoothly as possible. ***Equipment and personnel that are not reserved in advance may not be available*** Example: START/END TIME 3:00pm 3:30pm 4:00pm 4:00pm-5:30pm 6:00pm 6:30pm 6:45-7:00pm 7:05-7:20pm 7:25-7:35pm 7:40-8:25pm 7:40-8:25pm 8:30-8:45pm 8:50-9:00pm 9:00-9:10pm 9:12-9:20pm 9:30-9:50pm 10:00pm 10:30pm DESCRIPTION AV Tech arrives; mics and equipment are put out DJ arrives. Tech hooks DJ into main system Performers begin to arrive and setup Sound checks and rehearsal Doors open for event Event start, emcees introduce event 1st dance Fashion show Board members play song Dinner Slideshow Fashion show #2 2nd dance Video 3rd dance Band plays 2 songs Show ends Tech finishes tearing down; ends shift NEEDS (This section filled out by SUA) House sound system Test out group’s laptop with projector Piano/2 wireless handheld mics other as specified 2 wireless handheld mics DJ will play music DJ will play music/2 handheld for MCs Ballroom piano with 2 mics for vocals DJ will play background music Laptop on stage hooked into data projector DJ will play music/ 2 handheld mics for MCs DJ will play music Laptop on stage, laptop audio, data projector DJ will play music 2 vocal mics, 1 keyboard, 1 guitar, small percussion NOTES: Band equipment will be set up and stored on stage for entire show
Template: Audio Visual Detailed Event Agenda ***Equipment and personnel that are not reserved in advance may not be available*** START/END TIME DESCRIPTION AV NEEDS
Sample Event Planning Worksheet Group Event Planner (Point of Contact): Phone Number: Email: Partnering Student Group/Co-Sponsor: Contact Person(s): Phone Number: Email: Event Name: Event Date(s): Room(s): Event Start Time: Event End Time: Additional Setup/Takedown Time:
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