Event Planning Checklist

Event planning can be complex, and organization is extremely important.  We strongly recommend the use of our event planning checklist when planning events, large or small.  

Preliminary Steps

  • Choose a date- plan at least 3-4 weeks ahead. Check events.risd.edu for conflicts
  • Determine budget
  • Decide whether or not you will sell/distribute tickets
  • Submit an event request in OrgSync (go to the events tab in your club's portal and click "Create an Event")

After your event request is approved 

  • Reserve your event space. Consider rain plan if your event is outdoors
  • Apply for and follow up on permits and licenses (only for large or outdoor events. See your advisor for details)
  • Ask your advisor to submit needed work orders. Consider tables, chairs, trash cans, extension cords
  • Submit completed speaker or performer's W9 and contract to CSI for payment processing
  • Arrange performer's travel and accommodation
  • Assess tech and AV needs. Consult with Media Resources (401-454-6129)
  • Coordinate staffing/ event volunteers with members of your organization
  • Arrange event catering  
  • Create your event agenda. Include time of expected arrivals/ deliveries, contact information for performers and vendors, and event set-up and break-down times
  • Request cash box and/or credit card reader if you're selling tickets or other merchandise
  • Promote your event with posters, Word Out, and social media posts.
  • Request event photographer from your advisor

Day of the event

  • Arrive early to the event to set up and go over details with your event staff
  • Clean up after your event.
  • Make a deposit to the CSI safe if you have income from your event

After the event

  • Thank your performers/lecturers and anyone else who helped you with your event
  • Share photos, brief round-up, and attendance numbers with your advisor
  • Debrief the event with your organization. What went well, what needs improvement?
  • Celebrate your success! Recognize and celebrate the achievements of your group and each member.