Event Planning Checklist

Ohio University’s Event Services Staff is committed to helping you plan your next event successfully. Please use the following checklist as a way to keep track of your event progress. To ensure a successful event, always provide Event Services with detailed information as far in advance as possible.

  • Determine the size of your event
    • Is it open to the public or private?
    • # of attendees expected?
  • Select appropriate date and venue
    • Check venue availability or by calling the Event Services Guest Services desk at 740.593.4021
  • Determine event type and components
    • Dinner with guest speaker
    • Dance with DJ 
    • Variety Show with multiple performers 
    • Webcast Lecture Panel discussion 
    • Theatrical performance
  • Create a budget
    • When creating a budget for your event, consider the following fees: facility rental, catering, technical staffing, promotion, etc.
  • Provide an itinerary to event services staff
  • Create/distribute marketing materials
    • Flyers
    • Digital Displays
    • Banners
    • Newspaper Ads
  • Add your event to the OHIO Calendar of Events
  • Select caterer/menu (if applicable)
    • If using an outside vendor, the total purchase amount must be under $250.00.
    • If alcohol will be present at your event, fill out an Alcohol Application. If your event will not be in the Baker University Center, a state permit is required for the sale of alcohol only. *Note: forms are time sensitive.
  • Select decorations
    • Please refer to the University Policy 42.501 to ensure that your decorations are safe and acceptable to use for your event.
  • Communicate technology or production needs to event services staff
    • Audio
    • Microphones
    • Speakers
    • Lighting
    • Special Effects Staging and Scenery 
    • Web Streaming
  • Confirm number of attendees for catering and event services staff
  • Communicate with event services of any changes or updates on technical components
  • Schedule facility walk-through and “Tech-Check” with Event Services
  • Finalize event start and end time
    • Confirm set-up and event time with Event Services staff.
  • Review your event at ohio.edu/calendar to ensure accuracy and attendance
  • Deliver and set-up materials/decorations
    • Bring computer with VGA capabilities if you plan to present a slideshow or video at least 30 minutes prior to guest arrival. If your device does not have VGA capabilities, please plan to test and bring any appropriate adapters.
  • Confirm event set-up
  • Review itinerary/agenda with event services and catering staff
  • test equipment that you have reserved to ensure that it is functioning correctly
  • Set-up registration table and/or greet the arriving attendees
  • Schedule a “wrap-up” meeting with department or organization to discuss overall event and outcome
    • What went well?
    • What could be improved? 
    • Generate ideas and improvements for future events
    • Finalize payments for all services

  • Sustainability Tips

    1. Place an order for the recycling bins by visiting facilities
    2. Utilize digital ads vs. paper campaigns
    3. Try evite.com or punchbowl.com to send virtual invitations instead of paper ones

  • Ohio University Contacts

    • Catering services | 740.593.4035
    • Parking services | 740.593.1917
    • Moving services | 740.593.0463
    • Recycling | 740.593.0231