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
Day and Date:
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.
- 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.
- 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.
- For policies and fees for co-sponsored or non-Goucher-sponsored events, refer to the Facilities Reservation Policy form, located in Microsoft Outlook in Public Folders (Forms, Public Events Forms).
If dialing from a cell phone or external line, precede all phone extensions below with: 410-337-XXXX
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)
- Assign primary contact for the guest.
- Contract (All contracts should be reviewed by the Office of Legal Counsel before they are signed. Contact Barbara Stob. (Please allow two weeks for this step.)
- Honorarium (For payment procedures, contact Lisa Loeffler in the Controller's Office at x6063.)
- 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.
- 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. (Tara de Souza, 410-337-6316.)
- Secure location of book signing with Events, Scheduling, and Facilities Rentals.
- For library display, contact librarian at least six weeks in advance.
- Contact the Office of Communications as soon as date and venue are secured (Tara de Souza, 410-337-6316). After discussing audience and goals of event and receiving written
information, the Office of Communications will provide one or all the following:
- Calendar listing to media, including Goucher's printed Events Calendar (at least one month in advance, preferably earlier)
- Press Release
- Home Page announcement
- Recommend photographer(s)
- Post to Web calendar. (Each department has a designee who can post to the calendar.)
- Post to news website.
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 with you, the publicity staff person, and a graphic designer. Approaches vary. Here are some commonly used tools:
- Program Booklet
- PDF version of flyer for e-mailing
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 and write copy
- 2 weeks for design and editing
- 1 week 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 (x5054).
- Design and printing (Design and Production Services, Ayumi Yasuda, 410-337-6117)
- Availability date
- Reserved seating or general admission
- VIP or general tickets
- Method of distribution
- Special needs section (interpreter, etc.)