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EventsPlanningChecklist-1107

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Events planning checklist helps to organize events and ensures everything is check before carrying out actual event.
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  SMITH COLLEGEOffice of College Relations Event-Planning Checklist This Event-Planning Checklist was developed to assist staff and faculty when they are organizing lectures, readings, panel discussions, symposia, workshops, meetings, conferences, etc. Not all items on the Checklist will be relevant to every function. Questions pertaining to the Checklist or requests for assistance should be directed to the Events Management Office at ext. 2669 or at  emo@smith.edu . Type of Event  Conference  Lecture  Meeting  Panel Discussion  Reading  Reading/Book Signing  Symposium  Workshop  Other ______________________ Contact Person (usually chair of organizing committee)  Name  Address  Telephone number/Fax number  E-mail Committee  Members (include telephone numbers and e-mail addresses)  Meeting schedule  Distribution of responsibilities Budget  Source of funds  Accounts required (for example: travel, entertainment, accommodations, honoraria, posters, printing, flowers, labor, office supplies, photographer, disability accommodations, etc.) The Controller’s Office, ext. 2200, can establish a special account for the event, if necessary. Space Reservations See www.smith.edu/calendar  to request space. Click on “Make a Request” at the top of the  page, and then use your 99# to log on. For additional information, please read the Space  Reservation Procedures found at www.smith.edu/events/ . Event-Planning ChecklistPage 1 of 9revised 11/2/07   Location(s) for event (consider capacity requirements)  Location for reception  Location for dinner  Inclement weather plans Event-Planning ChecklistPage 2 of 9revised 11/2/07  Disability Access and Accommodations for Speakers, Special Guests, and Participants  Access accommodation notice on announcements and invitations, when appropriate   (Examples:  “Please list any disability accommodations needed.” or  “For disability accommodations, please call the Office of Disability Services at 413-585-2071.” )  Accessible location  Special transportation  Accessible hotel room  Lowered podium  Wheelchair access to stage  Special seating section  Sign language interpreter/communication assistance  Alternatives to print materials ( contact Laura Rauscher in the Office of Disability Services, ext. 2071, e-mail lrausche@smith.edu) Speaker/Panelists  Invitation  Background information (CV; Social Security number; publicity photograph; title of lecture, if applicable; audio and video release forms, if applicable; background reading material, if applicable)  Speaker’s/panelists’ agent contact information, if any, including telephone numbers  Honorarium  Campus escort(s)  Travel plans  Accommodations*  Ground transportation between airport/train station and campus ( hire local transporter: Reliable Limousine Service, tel. 413-315-9919, cell 413-263-9945, e-mail r.b.limo11!1 comcast.net    # or re$uest a vehicle throu%h &h'sical &lant at (((.smith.e)u*ph'splant*vechre$uest.php    +  Campus shuttle transportation re$uest a vehicle throu%h &h'sical &lant at (((.smith.e)u*ph'splant*vechre$uest.php    +  Parking/parking passes (contact Public Safety, ext. 2490, for passes)  Identify individual to introduce speaker/panelists at event and/or moderate panel  Thank you/honorarium & expense reimbursement *See: www.smith.edu/admission/visiting.html for list of area hotels, as well as directions to Smith College. Special Guests  Invitations  Travel plans  Campus escorts  Accommodations  Ground transportation between airport/train station and campus ( hire local transporter: Reliable Limousine Service, tel. 413-315-9919, cell 413-263-9945, e-mail r.b.limo11!1 comcast.net    # or re$uest a vehicle throu%h &h'sical &lant at (((.smith.e)u*ph'splant*vechre$uest.php    +  Campus shuttle transportation re$uest a vehicle throu%h &h'sical &lant at (((.smith.e)u*ph'splant*vechre$uest.php + Event-Planning ChecklistPage 3 of 9revised 11/2/07   Parking/parking passes (contact Public Safety, ext. 2490, for passes)  Follow-up, if necessary, after event Event-Planning ChecklistPage 4 of 9revised 11/2/07

Osborn

Jul 23, 2017
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