Early Planning

q     Determine the purpose of the event

·        Consider size of the group, ages, and gender

q     Designate a main contact individual for communicating with Macey Center

q     Plan the event in advance to ensure the dates needed

q     Begin a realistic budget for the event

Developing the Event

q     Breakdown the event to day by day

·        What time will your event start and end each day?

q     Determine setup times required

q     Estimate the number of people attending

q     Review floor plans to determine which meeting areas you will need (see Appendix A)

q     Decide on your seating needs

·        What type of tables and chairs do you need?

·        How many tables and chairs do you need?

·        What arrangement do you want the room set up? (see Appendix B)

q     Determine the audiovisual and production needs

·        Which rooms will need sound equipment?

·        What equipment do you need?  Examples: Microphones, tv/vcr, podium, LCD projector, overhead projector.

q     Make arrangements for food and beverages for each day of the event

·        Where will you be eating?

·        Finalize a menu for each meal

·        How many people will be at each meal?

·        Are there any dietary needs that you need to make arrangements for?

·        Will you want bar service?

q     Will you have break during the event with food and/or drinks?

·        What time will the break be?

·        Where will the food or drinks be placed?

q     Review the contract with the event manager

·        Is the cost of the event still in your budget?

q     Give the final numbers of people attending the event to Macey Center ____ days in advance

·        Review the details of the event with the event manager to make confirmations

After the Event

q     Give feedback to the event manager on how the event went

q     Review the invoice

·        Payment is due 30 days after the invoice is sent