Planning an Event?
Fill out the online Pre-Contract Worksheet
Here is a checklist for you to use 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 pf publicity from the artist / lecture's representative.
3) Brainsorm for publicity and or promotional ideas. Five weeks prior to the 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 promo details
2) Start publicity and promotion of show
Three - Four weeks prior to show
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 promo 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 performers check at the Campus Activities office
2)Pick up the Dressing Room Keys (if needed)
3)Have a copy of the contract with you for the show
Prior to Doors Opening
1) Check the room setup.
2) Check the Stage set up
3) Check the conditions / cleanliness of the room
4) Introduce yourself to the technician(s) working the show
5) Introduce yourself to the Ushers working the show
6) Introduce yourself to the Building managers on duty
7) Introduce yourself to the Pointer Express Cashier
8) If in The Encore, make sure that the patio doors are locked
9) Set up merchandise sales area (if needed)
10) Set the lighting in the Pointer Express area
11) Place up promo for future shows
During the show
1) Is there enough seating
2)Check the Patio Doors
3) Release Ushers when appropriate
After The Show
1) Pay the Performer
2) Check the Dressing room for leftover items / cleanliness
3) Thank everyone for the help
4) Take down any promo that you put up