There is much to do in preparation for an event. As you begin to plan the many aspects of your event, review the guidelines below for help. Designed to serve as an event planning checklist, many of the following “to do” items have links to examples or additional information that you may also find helpful.
Determine the date; time; location; event title; full name and title of all participants; and name, number and e-mail of the SEAS event contact.
Potential audiences for your event could include faculty (which faculty, and from what schools or departments?), students, staff, K-12 students or teachers, corporate contacts, donors, alumni, the general public and more.
Visit the Source, a University site that offers key information about securing a U.Va. venue for your event. On this site, you can find a room that meets the needs of your event, contact a scheduler to reserve the space, search for other events and more.
Decide whether you will run ads, create a program, send out invitations, send out postcard announcements, prepare a press release, etc., and create deadlines for each of these tasks. Decide whether you will create the material for this event in-house or hire an outside designer. This step should include a conversation about the following possibilities:
Once you have determined the elements your event requires, it is helpful to estimate costs. Bids for designers and printers are required for any projects paid with state of Virginia funds. Read more about the University-mandated bid process.
Your event budget should include estimated or quoted costs for the confirmed needs. Read more about creating a budget.
Create a comprehensive timeline and assign responsibilities for each detail essential to successful event execution. Read more about creating a timeline.
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