Circulate a contact list (name, responsibilities,
email, phone, etc.) to all planning
Ensure that all planning team members
are informed about the commitment.
Guests (keynotes, bands, VIPs, etc.)
Book guests, performers, and keynotes.
If you’re inviting a speaker or entertainer
to your event, the earlier you research and
book, the better! Usually, you’ll want to
know your event date, theme, and venue
before contacting a guest. Depending on
how important the guest is to the functioning
of your event (for example, the
speaker at a lecture series!), you may need
to let your guest’s schedule determine
your event date.
Request a quote from all guests you will
need to contract. If a guest is not contracted,
it’s still a good idea to have the
arrangement in writing to help avoid any
Six weeks before the event
Finalize an event schedule. Start by breaking
down the day into 15-minute segments
and indicating who should be where,
when. Your event schedule may change as
the program comes together, but having a
clear schedule is crucial to effectively plan
for volunteers, speakers, caterers, etc.
• Ensure that marketing resources are
• Develop a plan for distribution. You’ve
created great posters – where and how
will they be circulated? What are the
best locations and times to distribute
Revisit the goals for your event. Is your
team moving toward these goals? If not,
the process or the goals may need to be
One month before
Implement your promotions campaign.
Get the word out! Now is the time to
distribute your promotions.
Schedule volunteers to sell tickets, hand
out fl yers, and staff information booths in
high traffi c locations like the sub or your
faculty building. Be sure to check with
sac, the dean’s offi ce, or the appropriate
building administration to book time and
verify promotion rules.
Classroom announcements can be very
successful at ubc. A quick way to do this is
to ask members of your club or committee
to make an announcement in each of their
classes. Be sure that your announcers know
to get the permission of the instructor fi rst.
If you’re having a licensed event at the
University, you need to obtain a Special
Occasion Permit and a liquor license from
the rcmp. Before the rcmp will issue a
permit, you need to have permission from
the University. Contact Classroom Services
to arrange an appointment to discuss
Contact catering companies. Check with
your venue to see if they have required or
Consider dietary needs. Will you have a
selection of alternative options for dietary
needs (vegan, vegetarian, lactose-free, etc.)?
Two weeks before the event
Confirm venue, catering, keynote speakers,
guests, bands, the dj, or any other
service or individual you’ve contracted.
Check to ensure that you have enough
help. Are all the volunteer roles covered?
Have you allocated enough help for each
task? As the organizer, it’s usually a good
idea to leave yourself out of the task list as
much as possible.
Week of the event
• Prepare event signage.
• Make volunteer thank-you cards or gifts.
• Purchase supplies needed for the event
(snacks, nametags, decorations, etc.).
• Review the event schedule and volunteer
schedule and circulate this information.
• Arrange any necessary training for your
volunteers (handling cash for ticket sales,
dealing poker for a Casino Night, etc.).
Day before the event
• Have a brief check-in meeting with
the key event planners. Review the
event plan/schedule and ensure that all
members have the resources they need.
• Leave time to pick up time-sensitive
or perishable supplies, guests from the
Day of the event
• Arrive early. Double check that tables,
chairs, a/v equipment, food, signage,
etc. are as required.
• Decorate and/or put up signs and
• Clean up – it’s one of the toughest parts
of scheduling an event, but one of the
most important if you’re hoping to use a
venue again in the future! Ensure you’ve
scheduled plenty of volunteers to help
with clean up.
After the event
• Plan a volunteer or planning team thank
you (dinner, small gift, card, etc.).
• Plan a wrap-up meeting. As a planning
team, discuss successes, challenges, and
recommendations for the future. If you
evaluated your event formally in any
way (surveys, etc.), this information
should also be considered.
• Reconcile the budget and present an
overall event budget back to your club
• Prepare a report or group evaluation
for use by future event organizers! This
report should include:
– Recap of the event (who, what, where,
– Evaluation comments
– Recommendations for future
– Contact information for services/
resources that were used
– Final budget
– An attached fi le containing sample
promotions, task lists, photos
For more information, contact us:
UBC Leadership & Involvement