Level 2 Sponsored Event Checklist and Suggested Timelines

This checklist provides suggested actions and timelines for a Level 2 Sponsored Event. 

14 Weeks Before Preferred | 12 Weeks Before Required

(Prior To Event Funding Application Submission)

• Network selects theme, proposed time, date and location of the event  
• Network Representative submits application for support via the OUAA Alumni Network Toolkit 
• If funding application is approved, submit any contracts/vendor forms to the OUAA  
• OUAA staff works directly with vendor to ensure required forms are received   
  • NOTE: If vendor is not responsive, the OUAA may contact the network representative to assess next steps and discuss alternatives. If the vendors communication is not timely it can significantly delay the process. 

10 Weeks Before  

• Reach out to network volunteers to ensure you have a person to:  
  • Welcome attendees 
  • Introduce speaker/program/activity 
  • Mingle with attendees before and during the event 
  • Guide people to the registration table  
• Prepare your registration table information and event check in sheet

6-8 Weeks Before 

• Marketing can be requested by the OUAA once all vendor agreements are signed and deposits are secure. This includes an email to Network’s alumni audience and OUAA calendar  
  • NOTE: Marketing requests take two weeks minimum. The OUAA cannot make requests until venue and contracts are confirmed.  
• Confirm with your volunteers that they will be in attendance  
• Confirm that you have volunteers to welcome guests  
• Confirm that you have a volunteer to introduce any speakers or special guests  
• Speak with venue contact to ensure your menu is set, AV/room needs are accommodated, and payments have been received 
• Deposit/payment arrangements for venue and/or caterer are made by OUAA if necessary 

10 Days Before

• Confirm number of attendees with caterer  
• Confirm final details with venue 
• Prepare your registration table information and  

Day of Event  

• Arrive early to check and set up the event space 
• Event steering committee arrives early to set up and ensure logistics are complete 
• Set up registration table, check in guests and provide nametags 
• Ensure volunteers are fulfilling their assigned roles   
• Ensure registration sheet is collected at the end of the event  

1 Day After

• Upload attendance sheet on the OUAA website to the event recap form

1 Week After  

• Send personal thank-you notes to speaker and any volunteers, speaker/program/activity  
• OUAA sends out a post event survey to all who attended