Event Planning Checklist

Goucher College is proud to provide the community with a venue for entertainment, reflection, discussion, and thinking. The college provides resources to help you plan a successful event that maintains our high standard of professionalism and well-earned reputation for hosting top-notch events.

The checklist below will help you navigate the process. To facilitate communication among the various campus offices that will work to make your event a success, and to avoid duplication of efforts, we encourage all members of the campus community to incorporate the checklist into their planning. Please feel free to contact the people listed at any time for assistance. Best wishes for a successful event!

About the Event

Title:
Speaker(s)/Performer(s):
Day and Date:
Time:
Location:
Target Audience:

Selecting a Date & Time

  • Check the Calendar of Events for potential conflicts. Also search for events such as religious holidays and major sporting events.
  • Consider audience availability (e.g., travel time, class schedules).
  • If you would like the president of the college to attend, give remarks, moderate a discussion, or participate in some other way, please contact the Office of the President for availability. 

Space Reservations

  • To reserve a space, please contact Events and Conference Services. Please note that classes are given top priority.
  • Not sure? Events and Conference Services will recommend a room and will tell you what's available for the date(s) and time(s) you are considering.

Budget/Sponsorship

  • Secure support from a department within the college.
  • Identify source of funds.
  • Assign budget codes.
  • Plan for additional staffing costs, including security, technician, student ushers, photographer.

Set Up

Contact Events and Conference Services (410-337-5054) to discuss set-up needs for your event. Things to consider:

  • A/V equipment
  • Sound needs (lectern, microphone(s), lavaliere)
  • Lighting needs
  • Room set up
  • Chairs on stage
  • Table for panel
  • Signage (Upon request, Events and Conference Services will request signs from FMS.)
  • Spray (flowers)
  • Water (pitchers, glasses)

Speaker/Panelist/Performer

  • Assign primary contact for the guest.
  • Contract (All contracts should be submitted for review before they are signed. Please allow two weeks for this step.)
  • Honorarium (For payment procedures, contact Lisa Loeffler in the Controller's Office at 410-337-6063.)
  • Background information (e.g., curriculum vitae/resume, photograph for publicity, title of lecture)
  • Assign campus escort.
  • Secure travel itinerary.
  • Accommodations (For the Baltimore Sheraton North, call 410-321-7400 and ask for the Goucher rate. The Goucher Web site lists additional hotels and driving directions.
  • Arrange ground transportation with local car/taxi service. Options are listed on the Web.
  • Identify person to introduce guest at event.
  • Follow-up on payment.
  • Send thank you.

Book Signing

  • Secure title(s) of book(s) that speaker would like to be made available.
  • Contact bookstore manager at least six weeks in advance with titles.
  • Secure location of book signing with Events, Scheduling, and Facilities Rentals.
  • For library display, contact librarian at least six weeks in advance.

Event Promotion

  • Events Calendar - Submit the event to the online Events Calendar. The listing will need to be approved before it appears live. Pending events are typically reviewed and published within 2 business days.
  • Emails - A weekly events email is sent each Monday to Goucher students, faculty, and staff.  The events are pulled from the online Events Calendar and include events for the current and following week.
  • Digital Signage, Social Media, and Advertising - Please submit a project form for any of these marketing and communication services at www.goucher.edu/myproject.
    • Digital Signage Your  event would  appear on the flat panel displays around campus
    • Social Media – Your event would be considered for the college’s social media accounts
    • Advertising - Your event has an  advertising budget to support external paid advertising of the event

Printed Materials

During your initial conversation with the Office of Communications, the staff will discuss and at times recommend materials and distribution methods to reach your desired audience. If necessary, a meeting will be arranged. Approaches vary. Here are some commonly used tools:

  • Postcards
  • Invitations
  • Posters
  • Flyers
  • Program booklet
  • PDF version of flyer for e-mailing
  • Digital display

TIMELINE FOR PRINTED MATERIALS

Please remember that the Office of Communications must approve all materials intended for mass distribution to an off-campus audience. Please plan sufficient time for writing, copy editing, designing, printing and distributing your materials. The timeline below should serve as a guideline:

  • 1 week to compile copy and photos and write copy
  • 1 week to request, receive, and prepare mailing data, if project involves mailing 
  • 2-5 weeks for design and editing
  • 1-2 weeks for printing
  • 1 week for the mail house to prepare labels
  • 1 week for delivery

Tickets & Seating

All issues related to tickets and seating must be discussed with the Events and Conference Services staff (410-337-5054).

  • Availability date
  • Reserved seating or general admission
  • VIP or general tickets
  • Method of distribution
  • Special needs section (interpreter, etc.)

Reception/Dinner

  • Budget
  • Contact Bon Appetit for menus, pricing, and dietary concerns (410-337-6416).
  • Discuss set up with Events and Conference Services (410-337-5054). Items to consider:
    • Number of table and chairs for dining/head table
    • Flowers or centerpieces
    • Final count
    • Place cards
    • Timeline/schedule of event
    • Host/Emcee