3 updated August, 2014
Month of the event:
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RSVPs due (2-3 weeks prior to the event)
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Send rooming list to hotel(s) (the Hanover Inn requires list 3 weeks prior to arrival)
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Release unneeded hotel rooms by appropriate deadline (varies by hotel)
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Make any needed publicity/press arrangements
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Arrange to have any directional signage designed/printed
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Forward setup requests, including AV, to Conferences & Events and others as
needed (3 weeks prior to the event)
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Send ceremony program to printer (3 weeks prior to the event or date determined by
designer and printer)
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Send agenda, suggested dress, directions, map, and parking instructions to participants
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Make follow up phone calls/emails to pending guests
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Run first batch of name badges and place cards
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Wrap gifts
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Develop scripts for key speakers
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Draft and distribute ceremony and dinner cue sheets
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Plan seating arrangements for dinner
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Make list of photo opportunities for photographer; re-confirm photographer
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Re-confirm entertainment
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Set task assignments/determine responsibilities internally and with cosponsoring
departments; distribute this “Schedule of Events” to all staff and volunteers working
on the event (be sure to have extra copies on-site)
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Confirm catering order (48 hours out or time determined by caterer)
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Confirm set up, AV, florist, and Media Production orders
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Confirm Safety & Security’s role
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Register alcohol “social event” with Safety and Security (if necessary)
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Confirm transportation of guests and VIPs
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Distribute guest list to appropriate parties
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Run final name badges and place cards
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Make confirmation phone calls/emails (if necessary)
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Set up an on-site run-through (if needed)
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Set up sound checks for speakers/musicians
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Print or email media/remarks release form for speakers to sign
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Confirm honorarium amount(s) for speakers and send requests to Admin. Finance
Office for payment
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Finalize transportation needs of VIPs