Event Check-List

USC OFFICE OF PROTCOL AND UNIVERSITY EVENTS EVENT BIBLEEVENT NAME: E-MAIL: EVENT DATE(S): LOCATION:CLIENT: EXT: FAX:EVENT TYPE/OVERVIEW/PURPOSE:______EVENT TIMELINE:______ESTIMATED ATTENDANCE:______GUEST LIST/WHO’S INVITED:______PRESIDENT’S CALENDAR:______TICKET/TABLE PRICES:______BUDGET:______BILLING CONTACT NAME:Account #:______Requisition #:______AGENDA/SCRIPT:. Who’s Writing Script?. Program Flow o MC o Guest Speakers #______ o Honorees #______ o Voice-over Introductions? o Q&A? 1 of 9 USC OFFICE OF PROTCOL AND UNIVERSITY EVENTS EVENT BIBLEEVENT NAME: E-MAIL: EVENT DATE(S): LOCATION:CLIENT: EXT: FAX:SCHEDULE:. Walk-Through Date? o Attendees. Follow-up Meetings?. Table Seating Meeting (Within 3 days of event) ______INVITATION DESIGN/PRODUCTION:. Quantity. Design/Who’s Doing It?/Due Date o Include on invite valet parking…Attire…Enclosures…All RSVP Data . Text/Who’s Doing It?/Due Date. List/Labels/Who’s Doing It?/Due Date – MUST BE IN EXCEL SPREADSHEET. Is there an ESVP?. Drop Date. Addressing o Calligraphy o Laser Printing. Directional Maps. Stuffing. Postage. Number of blank invitations to go back to client. RSVPs o Who’s taking them? o Cut off Date?2 of 9 USC OFFICE OF PROTCOL AND UNIVERSITY EVENTS EVENT BIBLEEVENT NAME: E-MAIL: EVENT DATE(S): LOCATION:CLIENT: EXT: FAX:PRINTED PROGRAM:. Design o Who’s Doing It? o Due Date. Text o Who’s Writing It? o Due Date. Who approves final proof?______CATERER:Name:______Primary Contact: ______Cost Per Person (all inclusive): ______Tasting Date: ______. Delivery Date & Time. Delivery Location. Pick-up Date & Time. Discuss Caterer’s Rentals with ClientBAR:Name:______Primary Contact: ______Hosted or Cash Bar: ______Cost Per Person (all inclusive): ______. Delivery Date & Time. Delivery Location. Pick-up Date & Time. Dinner Wine?. Champagne toast?FLORIST:3 of 9 USC OFFICE OF PROTCOL AND UNIVERSITY EVENTS EVENT BIBLEEVENT NAME: E-MAIL: EVENT DATE(S): LOCATION:CLIENT: EXT: FAX:Name:______Primary Contact: ______. Delivery Date & Time. Pick-up Date & Time. Check-In and Cocktail pieces (+cost per unit) #______. Centerpieces (+cost per unit) #______. Corsages and/or Boutonnieres (+cost per unit) #______. Buffet arrangements (+cost per unit) #______. Stage/Podium arrangements (+cost per unit) #______. All floral costs will also include delivery charge and tax ______DÉCOR:. Balloons. Confetti. Trees/Plants. Props . Specialty Signage. Portrait Photos. Podium Cover. Drapery. Other ______PRESS:. Time In. Time Out. Who will oversee check-in/information distribution?AUDIO / VISUAL:Name:______Primary Contact: ______4 of 9 USC OFFICE OF PROTCOL AND UNIVERSITY EVENTS EVENT BIBLEEVENT NAME: E-MAIL: EVENT DATE(S): LOCATION:CLIENT: EXT: FAX:. Delivery Date & Time. Delivery Location. Pick-up Date & Time. Microphones #______(wireless or cabled). Speakers #______. Monitors #______. LCD Projector and Screen. VCR/DVD Player/CD Player/Computer o Format (DVD/CD/Beta SP/Mini-DV) o Powerpoint Presentation. Webcast. Other______PHOTOGRAPHER / VIDEOGRAPHER:. Photographer o One Photographer / Multiple Photographers o Time In o Time Out. CD’s or Prints . Trojanvision or Other (add risers to rental order) o Time In o Time OutRENTALS:Name:______Primary Contact: ______5 of 9 USC OFFICE OF PROTCOL AND UNIVERSITY EVENTS EVENT BIBLEEVENT NAME: E-MAIL: EVENT DATE(S): LOCATION:CLIENT: EXT: FAX:. Delivery Date & Time. Pick-up Date & Time. Tables. Chairs. Linens. China. Stage. Podium. Risers (for video, etc). Easels. Lighting. Caterer / Kitchen needs. Screens / Partitions. Umbrellas. Heating/Cooling. Tenting. Bars. Other ______PARKING:. Hosted or Guests pay?. Valet. Parking Structure or other locationPHYSICAL PLANT:Name:______Primary Contact: ______6 of 9 USC OFFICE OF PROTCOL AND UNIVERSITY EVENTS EVENT BIBLEEVENT NAME: E-MAIL: EVENT DATE(S): LOCATION:CLIENT: EXT: FAX:. VIP Cart. Barricades/Fencing. Tables. Chairs. Trash Cans. Podium. Standards. Easels. Chalkboard. Flags and Finials. Risers . Fire Extinguishers. Services o Furniture Moving o Pressure Wash o Pre-event Clean-up o Post-event Clean-up o Irrigation On/Off o Fountains On/Off o Restroom Attendant. OtherENTERTAINMENT/PROGRAM:Name: ______Primary Contact: ______. Start Time 7 of 9 USC OFFICE OF PROTCOL AND UNIVERSITY EVENTS EVENT BIBLEEVENT NAME: E-MAIL: EVENT DATE(S): LOCATION:CLIENT: EXT: FAX:. End Time. Musicians. Performers. Trojan Marching Band (# of pieces). Other. Estimated Cost ______SECURITY:. Number of Officers. Unarmed or Armed?. Location. Time/Date. Other ______STAFFING:. Check-In #______. Cart Driver(s) #______. Greeter(s) #______. Coat Check #______. Elevator #______. VIP Escort(s) #______. Runner(s) #______CHECK-IN:. Nametags #______8 of 9 USC OFFICE OF PROTCOL AND UNIVERSITY EVENTS EVENT BIBLEEVENT NAME: E-MAIL: EVENT DATE(S): LOCATION:CLIENT: EXT: FAX:. Place cards #______. Alpha List. Seating Assignments/Table Assignments List ______SIGNAGE: (Black with Red Corners / Black with Gold Corners). Alpha Breakdown. Check-in. Parking/Directional. Tours. Restroom. Other ______HANDOUTS /GIFTS /AWARDS:. Guests o How many? ______Cost per guest $______ o Who will order? o How will they be distributed?. Honorees o How many? o Cost per gift o Who will order? o How to present in the program? ______WALKIE TALKIES:. Units #______Headsets #______(Surveillance/Ultra-Light) Need a repeater?NOTES:9 of 9

Event Check-List

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