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 eventNotice due in OAPP
2 weeks prior to eventSend reminder e-mail and confirm all details
Prior to the event



[ ]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?



[ ]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