8/4/2019 Event Pre-Planning Check List

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Office of University Communications – Conference and Visitor Center 

Event Pre-Planning Checklist 

Title of Event: Office / Department:

Date: Starting time: Ending time:

Person in charge: Contact no.: E-mail:

Number of guests attending:

Hall Arrangements

Panel: _ 2 persons _ 3 persons _ 4 persons _ 5 persons _ 6 persons _ Other

Include podium in the venue

Platform / Stage

Extra tables _______ (how many)

Extra chairs _______ (how many)

Food and beverage station

Press table

Book signing table

Rugs / Carpets

Publications table

Table cloths

Plants / Flowers

Banner hanging

VIP room reservation

8/4/2019 Event Pre-Planning Check List

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Office of University Communications – Conference and Visitor Center 

Overflow room

VIP seating reservation in the hall

Seating plan with labels

Identify press area

Name tags for organizers

Seating

Lecture seating Dinner / Reception seating

Seminar seating U shaped seating

Other

8/4/2019 Event Pre-Planning Check List

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Office of University Communications – Conference and Visitor Center 

Sound, Light and Audiovisuals 

Specify number of panel microphones ____

Specify number of portable (hand held) microphones ____

Specify number of other microphones with stands_ ___

Audio recording

Video recording

Standard lighting system

Customized lighting system

Presentation equipment (Screen, Data-show, Laptop)

Standard sound system

Customized sound system (Other – Please Specify)

Food & Beverage (Catering) 

Type: Light snacks Reception Lunch Dinner

Style: Served seated Buffet

Menu planning: Identify food and beverage items

Drink bar

Reception before / after event

Private dinner following event / menu / guest list

Collateral Material

Invitations Save the date cards

Banners Directional signs

Posters Labels (Reserved)

Name tags Others ______________________________

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Office of University Communications – Conference and Visitor Center 

Promotional

Bulletin Boards Media Relations

News@AUC (news@aucegypt.edu) Press Release

Online Announcements (Facebook / Twitter) Magazine Advertisements

AUC Events Calendar Other _________________________

Logistics 

Inform security department about date, time and name of event

Stamp Invitations from the security department – limited to venue capacity (for public events)

Specify gate of entry __________

Prepare guest List

Prepare VIP list 

Identify organizers / staff assignments / external caterer 

Prepare list of equipment entering the venue

Identify date for rehearsal of event

Enter equipment day/night before the event 

Prepare timeline:

  Guests arrival time_________________ am pm

  Opening speech by _________________________________ time _____ am pm

  Guest speaker _____________________________________ time _____ am pm

  Q&A for _____ minutes

  Closing remarks by _________________________________ time _____ am pm

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Office of University Communications – Conference and Visitor Center 

Reception / Dinner (please specify time and venue) _________ am pm

Transportaion and parking:

  Will your guests require bus transportation? Yes No

o  Number of guests transported by bus _______

  Will your guests require parking spots? Yes No

o  Number of parking areas needed _______

Other Arrangements

Water on podium and panel

Flowers on podium and panel

Photographer

Music

Staff/Ushers’ dress code

Welcome gifts / baskets

Camera locations in venue

Plants

Bathroom hygiene

Other ______________________________

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Office of University Communications – Conference and Visitor Center 

Things to have on the day of the event

List of event organizers’ contact numbers

Emergency exit locations

Agenda for the event

Labels “Reserved” 

Labels “Press” 

Business cards