Plan An Event

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

Good to Know

Here are sample budgets* 

*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


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

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:
  • Wine vendors

Good to Know

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

To Do

  • Submit a media reservation at least (14) business days before your event to secure equipment and staffing

Good to Know

Good to Know

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
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