External Affairs Event Checklist

EXTERNAL AFFAIRS EVENT CHECKLIST

EVENT QUESTIONS

__ Date, Time of Event & Expected # of guests

__ Venue– Size, Cost, Availability, UUF

__ Budget? Budget #, Project Name, Who pays?

__ Format-- Speaker? Townhall, Roundtable? If it’s a roundtable, who invites participants? Who is the

moderator and who manages the program? (Stage manager?)

__ Speaker/Stage Needs—Lectern? Mic? W Banner Backdrop? Chairs? W Seal? Water?

Mics for audience questions?Riser? Stage?

__ Audio/Video—In house, or hire out?

__ US Flag? WA State Flag? UW Flag?

__ Décor – Banners? Table runners? Media Backdrop?

__ Reception—Food?Beverages? Budget?Alcohol permit? UUF?

__ Entertainment? Music? Live or recorded?

__ Directional Signage, A Frames, Posters, Easels & who designs?

__ Staff needed? Greeters? Set up? Directional help in garage?

__ Contingencies—Protesters? Over capacity? AV snafu? Extra batteries for wireless mics?

INVITED SPEAKERS, GUESTS, VIPS

__ Who is hosting? Who is Main Contact?

__ Who makes the guest list? Who sends out invitations?

__ Partner colleges or departments? Who needs to be in on communications?

__ Registration? Call in, or web? RSVPs—Who receives?

__ Parking Needs. How many spots, who pays, who provides passes?

__ Guest Registration Table- Guest List? Nametags needed? Press Packets?

__ Whois the contact/host for invited guest (IE, handlers, assistants, etc)

__ Reserved seats needed?

__VIP security: Senators, Congressmen, Gates, etc: Schedule walk-thru prior to event with their aides

__Security: Notify UWPD; secure street entry if needed; check protocol on State leaders

PARF, SPEAKING POINTS, BRIEFINGS

__ Who does President PARF? Briefing? What is his role?

__ Who writes the speaking points?

__ Who are the speakers? Is there a moderator? Who’s writing the program?

__ Who creates & manages the program?

PROMOTION

__ Media Coverage? Budget for ads? Who manages?

__ Posters, Ad Designed (2 week lead minimum)

__ Sandwich boards around campus—order sandwich boards; get permits, UCAR

__ Email announcement, UW Calendars, Daily, UW News

IS THIS A MEDIA/PRESS EVENT?

__ Is this a media event? Multibox for TV and radio? Risers?Extra lighting?

__Media Backdrop? Do you need a lectern? What will the look be on camera?

__Media placement in the room? Reserved section?

__Who’s the AV manager for the venue?

__Who’s the point person for the press? Do they need to check in?

__Does press have vans or vehicles? Parking passes?

__ Who creates & manages the program? Do you need a stage manager?

__ Are there TV cameras and do they need risers?

__Who’s briefing the speakers and participants?

__Is a run-through necessary?

__ Is anything else going on in the room that would be disruptive?

OTHER

__ Supplies—Event Box, Tape, sharpies, nametags, pens, W Pins