Fill out this checklist before you begin planning your event so that you’ll have the information handy. Don’t worry if you don’t know the answers to some of these questions – just keep them in mind as you’re going through the planning process itself.
Printable checklists:
Begin by checking the Comet Calendar and the academic calendar to be sure your event does not conflict with others.
Microsoft Teams Events
Basic Information
Event Name:
Event Date/Time:
Event Location:
Speakers or Special Guests:
Expected Attendance:
Physical Needs
Will you need tables, chairs, etc.?
- If so, what do you need?
- How many do you need?
- How would you like to have them arranged?
Will you be serving food or beverages?
- Do you plan on serving alcohol? Note: University policy prohibits alcohol on campus, with the exception of events sponsored by the U.T. System or component institution. This does not include registered student organizations.
- Do you expect any guests with special dietary needs?
- Will you use an outside vendor or Chartwells (campus food services)?
Will you need any audio/visual equipment?
- If so, what equipment will you need?
- Will you need Internet or phone service in the room?
- Will you need someone to help you run the equipment?
Preparing the Room
Will you need to have the room cleaned? Before, afterwards, or both?
How complicated is your set-up? Will you need to reserve extra time to accommodate for it?
Is your event on the weekend or after-hours?
- If so, will you need to hire guards?
- Will you need to have someone unlock the room?
- Will you need heating/air conditioning?
Guests
How will your guests know of the event?
What parking accommodations will your guests need?
Will you need to arrange travel to/from the university?
Will you be giving out gifts to your speakers and/or attendees?
Will you need to print up nametags for your guests?
Are you expecting guests with disabilities?
- If so, what special accommodations need to be arranged?
Advertising
Is your event going to be private?
- If so, will you need to print up invitations?
- Are VIP’s present?
- Is social media appropriate?
Is your event going to be public?
- Have you contacted Media Relations for an assessment of your event?
- Is there a news making speech or announcement that will be made?
- If so, will you need to print up flyers or advertising posters?
- Will you want to run an ad in the UTD Mercury?
- Add the event the Comet Calendar
- Important: Be sure to put all furniture back in place and out of the traffic flow post-event. Failure to do so can result in injury and block emergency exit routes (especially for the visually impaired).