Get Special Event Checklist - University Of British Columbia - Cbo Ok Ubc

This guide provides a comprehensive overview of how to effectively complete the Special Event Checklist for the University of British Columbia online. Follow these clear steps to ensure all necessary information is accurately filled out to facilitate your event planning process.

Follow the steps to successfully complete the checklist.

1. Click the 'Get Form' button to access the Special Event Checklist.
2. Begin by filling out the Contacts section. Include the names of the event coordinator, host, and the originating department to ensure clear communication.
3. In the Basic Planning Elements section, provide the name, date, time, location, and purpose of the event. Specify if it is part of a theme week, the type of event (e.g., workshop, meeting), and the target audience.
4. List planning team members and required volunteers. Assign a volunteer coordinator and ensure responsibilities and timelines are reviewed and assigned.
5. Confirm the venue selected, including setup and teardown times. Complete any necessary Campus Security Forms and identify if additional equipment is required.
6. In the Registration, Invitations, and Guest List section, check if invites or save-the-date notifications are needed, and establish a guest list along with RSVP details.
7. For Marketing/Communications, indicate whether a marketing plan is created, invitations are drafted, and if materials for the website or internal communications are submitted.
8. Proceed to the Printed Programs/Handouts section to specify whether any printed materials are needed and identify responsibilities for their design and delivery.
9. Document any food and beverage requirements including dietary considerations and finalize details with the catering provider.
10. Complete the General Set-Up section by confirming any additional logistical needs such as AV equipment, seating plans, signage, and security arrangements.
11. Review the Notes for Work Orders to ensure all necessary requests for IT and facilities are submitted.
12. In the Pre-Event Administration section, prepare all materials needed for the event, ensuring guest lists, nametags, and contracts are ready.
13. After the event, complete the Post-Event Administration by collecting photos, reviewing assessments, and finalizing the event budget.
14. Once all sections are completed, save your changes, then download or print the form if needed. Share the completed checklist with relevant stakeholders to ensure everyone is informed.

Now that you have the steps, start filling out your document online to ensure your event is planned thoroughly and efficiently.