Appendix B - Event Timetable and Checklist
For special events, the following guidelines are helpful.
| 5-8 weeks prior to event | Confirm date/reserve location/speaker/food etc. |
| 4-6 weeks prior to event | Notice due in OAPP |
| 2 weeks prior to event | Send reminder e-mail and confirm all details |
| Prior to the event | |
Complete? | Tasks |
| [ ] | Date of event is confirmed with the Office of Alumni and Parent Programs |
| [ ] | Event location is secured, address, phone and website information obtained |
| [ ] | Time of event is decided, expectations of guests regarding food are addressed |
| [ ] | Directions are provided in the invitation or e-mail if necessary, parking and public transport identified |
| [ ] | RSVP deadline, method, person in charge and relevant contact information communicated to Office of Alumni and Parent Programs |
| [ ] | Per person cost arrived at after an examination of aggregate costs, with postage costs for invitations estimated |
| [ ] | Number of attendees is estimated |
| [ ] | Food provider is identified, minimum numbers discussed, final count and date fixed, provision of drinks and china determined, service charges and taxes discussed |
| [ ] | Site visit is made (look at room, layout, locate restrooms, coat storage, elevators, discuss signage) |
| [ ] | Chairs and tables ordered, registration table requested |
| [ ] | Bar set-up agreed upon, bartenders lined up, cashier for cash bar |
| [ ] | Microphone and/or podium is ordered if crowd numbers 35+ or if hearing is an issue |
| [ ] | Contract signed by Association officer, billing process decided continued on next page |
| [ ] | Details forwarded (preferably by e-mail) to the Office to prepare invitations |
| [ ] | Invitation approved, changes made if necessary, more proofing as required |
| [ ] | Menu selected, thought given to vegetarian options, variety, quantity per person. If there is an entrée choice, what system will be used to alert the kitchen? |
| [ ] | Event format and timing of speeches and cocktail hour are determined |
| [ ] | Will this event include singing of Amherst songs, which ones, music needed? |
| [ ] | Flowers ordered if desired |
| [ ] | Final counts given to caterer, confirmation of event and set-up |
| [ ] | Nametags, pens, attendee lists with paid and unpaid specified, sign in sheets brought to site |
| [ ] | Speaker profiles requested from Office of Alumni and Parent Programs for College speakers, introductory remarks prepared |
| [ ] | Is there Association business or announcements that need to be made? |
Afterwards: | |
| [ ] | Thank you notes written to host and speakers |
| [ ] | Attendee list forwarded to Alumni and Parent Programs and magazine write-up prepared |
| [ ] | Remarks written about what worked and what needs improvement next time, any suggestions for future events and follow-up owed to attendees |
| [ ] | Bills paid |