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Venue
- At least 3 months prior to the event, determine precise area for setup to include stage, general seating, VIP seating, media location, registration table
- Determine onsite registration procedures
- Determine number and type of volunteers needed – students, faculty, staff, others
- Determine event signage and stage backdrop, if needed
- Contact Transportation for traffic control and parking
- Contact campus police well in advance to arrange for safety and security needs and discuss issues related to VIP attendance
- Contact Fleet Services for transportation needs such as VIP or speaker transportation and bus transportation for guests
- Contact vendor for tent, stage, podium, chairs, tables, tablecloths
- Contact vendor or electronics such as sound system, lighting, LCD projector, DVD, Laptop
- Contact vendor for flowers, plants, balloons, other decorations
- Determine need for shovels, hardhats, ribbon, scissors
- Determine insignia for podium, hardhats, shovels,
- Consider site preparation (special cleaning, equipment and trash removal)
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