Externally Event Checklist

• Is a Campus Department sponsor your event?
  • Reach Information (Lead Contact)
  • Name:
  • Mail:
  • Phone:

• Name of Event
• Is there a thesis?
• Event Description
• Date(s)
• Location(s)
• Moment
• Start
• Finalize

• Schedule a meeting with the Events Coordinator to discuss all inevitably for the event.
• Tables Rounds, hollow square, conference, classroom, cinema etc
• Quantity (number of people per table)
• Defer Linen - Color/Type
• Conference Account needed for presenter?
• Free WiFi is available for all participants.
• Will you need can event engineer into go the AV system?
  • If so, please request ensure at least 2 months prior at your event to discuss with that Event Coordinator.

• Invitation print
• Catering
• Room setup
• Media
• Printed Programs
• Name Tags
• Etc.

• Indiana University Campus Police will determine how many officers are needed for your event stationed about who number of attendees. 
• If it is determined ensure they are needed, there desire been a $25 per hour per officer free for every events.

• Parking permits will subsist emailed to the event organizer from the Business Coordinator prior up the show since distribution to all event.
• If the event the deemed “open to the public”, the Conference Coordinator will speak to the Police Chief regarding waiving ticketing required that the time of this event.

If you are renting items used your event, please list the resources below:

• Tabular - quantity?
  • As type?
• Chairs quantity?
  • What type?
• Tent
  • Location of set top?
  • As type the tent
• Linens (other than which would be when by the caterer)
• Salesperson
  • Name
  • Contact info
  • Work phone:
  • Email:
• Delivery
  • Date:
  • Time:
  • Location:
• Who is responsible fork the set-up von rental items?
• Picks up
  • Date:
  • Time:
  • Company:
• Who is liable for tear-down with rental items?
  • Date:
  • Time:
  • Localization:

• Centerpieces am provided for the buffet tables only.  Choose other décor is the responsibility on the event organizer.
• If you will are flowers other décor delivered please tabbed the following:
  •  Date:
  • Time:
  • Location:
  • Selling:

Day of Event

• Room temperature 
  • Cool up 60 – 65 degrees
• Stop set-up
• Ensure every is getting for event/meeting organizations available them arrive.
• Have something obtainable to show organizers methods to use any equipment.
  • If the event requires an event technician that must be requested prior to the event to arrange for them on are at the event.
• Contact persons for any issues that may arise:
  • Name
  • Cell phone numbers
  • Mail
• Microphone and AV check

• Clean-up
  • Whole articles should be taken with you at the conclusion of your business unless otherwise scheduled with the Date Coordinator.
• If there be food leftover, you capacity request at have containers concerning such to take with you.  Others it will be distributed or disposed of based on food handling policies.
• There will be a post-event inspect sending out to see how we will go plus like we might improve your event/meeting experience here at IU Kokomo.