Planning and Budgeting an Event 活动计划及预算.docVIP

Planning and Budgeting an Event Please take the following checklist into consideration: Date/Time ( Date for Event ( Time ( Rain date/snow date Facilities ( Location ( Number of rooms and name(s) of rooms ( Anticipated attendance ( If event is being held outside: rain plan, alternate site, alternate date, and/or plan for cancellation ( Confirm reservation of location date with Special Events Manager Co-Sponsored Events ( University financial commitment must be established ( Approval from the Dean of Schools or Department Head ( The approval letter from the co-sponsoring department must be sent to the Special Events Manager and clearly state the costs that the co- sponsoring department will incur and the costs the external group will be incur. Food Service ( Number of people to be served ( Reception ( Dinner ( Luncheon ( Breakfast ( Refreshments/snacks ( Buffet service ( Wait staff ( Attendant ( Bartender ( Wait Staff/Attendants/Bartender service fee ( Linen ( China ( Plastic ware ( Skirting for panel and/or information tables (check manual for fees) ( Wine/beer - Permit needed, depending on location to be served – apply 6 weeks in advance. ( Overtime required ( Contingency plan ( Dietary concerns Event Program ( Guest Speaker(s) ( Time speaker will speak and the length of speech ( Presentation(s) ( Timing of food service ( Appropriate protocol - Coordinate with Special Events Manager your event program Buildings Grounds ( Set up/breakdown ( Charges after normal hours (evenings weekends) for extra BG staff ( Coat racks ( Recyclable/Trash receptacles ( Podium ( Flags and poles ( Easels ( Blackboards Rental Items ( Additional coat racks ( Chairs ( Tables (size of tables vary according to the event) ( Food Service rental of equipment not ordinarily supplie