MAC 2015Roxanne Dunn
Practical Ideas for Solutions to Everyday IssuesSoutheast Missouri State University
EVENT CHECKLIST
Ten Days Before Event
Contact the presenter:
___ Introduce yourself
___Confirm presenter’s title and position ______
___ Library has laptopand projector. Is their data on CD or Flash drive, and is their version of PowerPoint compatible with Office 2007? ______
___Do they need internet access? ______
___When can we expect them at the Library on event day? ______
___Sign-in sheet for students receiving extra credit Yes No
___Ask if there is anything else needed for the presentation.
___Develop assessment survey to comply with grant guidelines, if necessary
___Introductions written for speaker
___Parking pass obtained for speaker?
___Speaker contract signed?
___Speaker contract sent for processing to Purchasing?
___Arrange for presentation to be filmed/recorded.
___Hotel accommodations made?
___Travel arrangements scheduled?
___Travel expense report submitted?
Hosts are responsible for submittingprogram informationand verifying postings to:
___Publicity blurbs should state that it is a 75th Anniversary Event hosted by Kent Library.
___Kent Library Website News & Notables (e-mail Zack Tucker )
___Campus Life Events (instructions at site)
___Newswire () (Deadline noon on Monday, noon on Thursday)
___Library Facebook page (via Zack Tucker)
___SC&A Facebook Page (via Staci Cox)
___75th Anniversary Facebook Page (via Staci Cox)
___Semoevents (SE Missourian online)
___KRCU promotion (via Jacob McCleland )
___SE Missourian (Ruth Campbell; although often they contact us after Ann’s press release)
___Create and distribute press release to Ann Hayes at
___I luv Local Places (Wes Wade)
___Cape River Heritage Museum
___Cape CVB
___Arrow
___Post flyers at Cape Public Library (need to ask permission at Adult Public Services Desk)
Day of Event
___Prepare event signage
___Arrange furniture as needed for chair set-up, lower blinds.
___Make sure chairs, podium, and snack table are set up (stored on stage).
___Move trash container beside snack table
___Verify delivery of requested food from Chartwells Catering (if not delivered 30 minutes prior to event, contact Chartwells)
___Release forms signed for recording
Shortly before event begins:
___Check with presenter to see if he/she needs additional items.
___If a program is to be handed out, keep one so additional copies can be made/collected for archives.
___Instruct students to sign-in for credit or give them a flyer, if needed
___Adjust lights as presentation begins and ends. (Switch in left breaker box labeled “Event”)
___Set up additional chairs as needed.
___Provide water for speaker (cup or water bottle)
After guests have left:
___Take extra food to the lounge.
___Checkstage availability, return all items to previous locations, and rearrange furniture.
___Adjust event signage
___Email/Snail Mail thank you card to speakers/participants