Planning an Event?

Online pre-contract worksheet coming soon! Download a Word (.docx) document: PRE-CONTRACT WORKSHEET.docx

You can use the following checklist as an aid in your event planning process.

Six Weeks Prior to Event

1. Set deadlines for tasks that need to be completed
2. Order items of publicity from the artist's / lecturer's representative
3. Brainstorm for publicity and/or promotional ideas

Five Weeks Prior to Event

1. Check contract specifications with artist's / lecturer's representative
2. Contact Centers Reservations to confirm set up
3. Contact the Transportation Office (x2884) for a vehicle if needed
4. Start making arrangements for publicity and or promotion
5. Contact Program Services for technical requirements (x4203)
6. Make Food Services arrangements (x3434)
7. Make Ticket Sales arrangements (x4100) if needed
8. Make a request for Ushers (x4056)

Four Weeks Prior to Event

1. Finalize publicity and/or promotional details
2. Start publicity and promotion of show

Three to Four Weeks Prior to Event

1. Continue distribution of publicity and promo of show
2. Put tickets on sale if appropriate

One Week Prior to Event

1. Give last big publicity and/or promotional push
2. Check ticket sales, if appropriate
3. Advance the with the artist's / lecturer's representative
4. Finalize all details with Program Services, Centers Reservations, Food Service, and UC Box office

Day of Event! Prior to 4:30pm

1. Pick up the performer's check at the Campus Activities office
2. Pick up the Dressing Room Keys (if needed)