Follow the steps to successfully complete the event planning checklist

1. Click ‘Get Form’ button to obtain the form and open it in the editor.
2. Begin by entering the event title, date, time, and location in the appropriate fields. Ensure the information is accurate and clearly reflects the event details.
3. Identify the coordinator(s) responsible for the event and input their names in the designated box.
4. In the scheduling section, select a date and time for the event. Schedule the required room or venue, and estimate the expected attendance.
5. Create an event layout and design, considering factors such as the number of chairs and tables, stage requirements, AV equipment, and music arrangements.
6. Fill out any off-campus event notification forms as required and announce the event date and time to all chapter delegates at least four weeks in advance.
7. If the event is mandatory, establish a minimum attendance requirement via a delegate vote to ensure participation.
8. Form a committee to take charge of organizing the event, ensuring roles are effectively assigned.
9. Schedule regular committee meetings leading up to the event to track progress and address any concerns.
10. Review the event budget with the treasurer, establish it if none exists, and estimate expenses, taking into account all necessary costs.
11. File the CAB funding request form one month before the event and present it to the CAB board three weeks prior.
12. In the risk management section, hire necessary security, apply for single-event insurance, and manage vendor licenses and insurance.
13. Organize transportation if required, including quotes, bookings, and designated drivers.
14. Develop a marketing plan covering promotional strategies, responsibilities, and timelines for advertisements.
15. Create marketing materials such as flyers and social media posts, and coordinate their design and distribution.
16. Handle logistics by preparing a guest list, check-in supplies, agendas, and creating any necessary presentations.
17. Purchase decorations, food, and drinks according to the event needs, ensuring all food service is compliant with regulations.
18. After the event, create a comprehensive expense report, submit reimbursements and thank-you notes, ensuring all financial responsibilities are concluded.
19. Once all sections of the checklist are completed, save your changes, download, print, or share the finalized checklist.

Start filling out the CSUBS Fraternity & Sorority Event Planning Checklist online today to ensure your event is a success!