Event Planning Checklist
This event planning timeline includes planning tools, templates, samples and tips that will help you navigate internal policies and processes. Every event is unique! Timeline and tools are adaptable by the planner.
6-12 Months Before An Event
To Do
When you have the idea for an event, get approvals from your department!
Good to Know
- What costs money at TC?
- Catering (link to come)
- Media Services
- Public Safety (not all events)
- Supplies
Good to Know
Here are sample budgets*
- Lecture in Grace Dodge 179
- Large Event in Cowin
- Small Dinner in Everett Lounge
- Cocktail Reception in Grace Dodge 179
*The provided budgets are based on the ‘19-’20 academic year and should be used only as a guide. We will update these sample budgets in Fall ‘21
To Do
- Use 25Live to book your rooms for internal events; complete the request form for external events
- Be mindful of COVID capacities for event spaces when booking your space. Capacities can be found here
- Pick more than 1 date if you can’t get rooms you need
- Book rooms ASAP
- Book rooms for furniture storage (set-up dependent)
Good to Know
- Familiarize yourself with TC’s ‘21-’22 Campus Events Policy before planning your event
- TC is very busy in the spring semester and during the summer
- Classrooms typically not approved until after the add/drop period
- The Dining Hall can be booked for small tabling events or a small section (no more than half) during business hours
3 Months Before An Event
To Do
- Loop in External Affairs for social media, media relations, and other event promotion and coverage
- Loop in Alumni Relations to invite alumni to your event
- Submit event for inclusion in the weekly student e-newsletter
- Decide which event registration system works best
- Eventbrite (do not use for paid events)
- EventRebels
One Month Out
To Do
The College catering policy states that AVI is the exclusive caterer on campus for any food/beverage orders for 8 or more people.
- Order catering at least (3) business days before your event
- Set up a meeting with AVI to review menu, budget, room set up & event timing
- Ask your guests if they have dietary restrictions
Good to Know
- Catering Brochure (link to come)
- There are restrictions on placing orders for weekend events. Contact AVI to make arrangements.
- Contacts:
- Jay Lebet | Catering Director - jpl2200@tc.columbia.edu
- Cathy Marston| Resident Director of Dining Service - cm4168@tc.columbia.edu
- Office: 212-678-3167
- Wine vendors
Good to Know
3-6 Weeks Before An Event
2 Weeks Before An Event
To Do
Send briefings to your speakers and members of the College Leadership Team at least 5 days prior to your program.
To Do
- Submit a Work Order at least (7) business days before your event
Good to Know
- Room set up samples
- Classroom furniture cannot be removed
- Facilities contact
- Mevon Smith | Custodial & Housekeeping Supervisor
- Office: (212) 678-8345
To Do
- Submit a media reservation at least (14) business days before your event to secure equipment and staffing
Good to Know
- TCIT Event Services Information
- Rudy Caba | Event Technology Specialist
- Office: (212) 678-6620
Good to Know
- Public Safety contact
- Yeremy Chavez | Director of Public Safety Administration and Systems
- Office: (212) 678-3335
- If you are hosting an event with external guests, be sure to submit your full list to Public Safety 72 hours prior to your event start time
After An Event
To Do
- Final budget, pay all bills
- Write up debriefing notes to help in next year’s planning (samples)
- Send thank you email to volunteers & staff
- Send thank you letter to speakers