Planning Checklist
Need help? Our experts can assist with all of the Action Items below so that you don't have to worry about these logistical concerns. Request a free consultation to find out more.
If you're planning an event on your own, our printable checklist may be helpful:
| Action Items |
Items Due to Conference Services |
Nine Months Prior to Event
- Determine event date(s), keeping in mind existing U.Va. events
- Identify sponsors for the event
- Recruit speakers and presenters
- Develop budget
- Reserve housing or hotel arrangements for guests
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- Conference Information Form
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Eight Months Prior to Event
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- $300.00 non-refundable deposit to reserve space for your event
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Six Months Prior to Event
Four Months Prior to Event
- Post schedule / agenda on event website
- Identify catering, media, rental, security, parking and other service needs
- Arrange tours of Grounds or area attractions
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Three Months Prior to Event
- Send invitations and publicity materials
- Select menus for meals and refreshment breaks
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Two Months Prior to Event
- Design program, signage and other printed materials
- Order gifts, awards or promotional items
- Contract individual vendors for service requests
- Obtain approval for serving alcohol, if applicable
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- Signed Conference Services contract
- Proposed service requests
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Thirty Days Prior to Event
- Confirm service requests with vendors
- Finalize equipment setup times and specifics
- Update event website
- Discontinue online registration
- Prepare accommodations for any guests with disabilities or special needs
- Print program and signage
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- Prepayment: 25% of your estimated final bill, non-refundable if program is cancelled
- Confirmation of service requests
- 30-day meal count guarantee
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Two Weeks Prior to Event
- Finalize schedule of events
- Update event website
- Provide logistical details to speakers and guests
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- Schedule of events
- Two-week meal count guarantee
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One Week Prior to Event
- Print name badges, participant lists and certificates
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- Roster of any guests staying in on-Grounds housing
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First Day of the Event
- Arrive at least two hours prior to event
- Post signage
- Set up check-in/registration tables
- Check event facilities and media equipment
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One Day After Event Begins
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- Final roster of on-Grounds housing guests
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Last Day of the Event
- Set up check-out location
- Coordinate facility cleanup and return of rental equipment
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One Month After Event Ends
- Take website offline
- Hold post-event evaluation
- Reconcile final expenditures
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- Final bill will be sent by Conference Services. Any discrepancies must be submitted in writing to Conference Services within two weeks.
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Two Months After Event Ends
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