Practical Ideas for Solutions to Everyday Issuessoutheast Missouri State University

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