Event Planning Tools

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Use Our Checklists

When planning an event, please use this checklist as a starting point. Planners may find they need to modify many items within this document to fulfill their unique needs. Utilizing this resource, you should first:

• Determine your purpose and goals
• Set a budget
• Determine your audience and anticipated VIPs
• Contact our office to request a consultation if needed

If you are planning a Ribbon Cutting, Ground Breaking, or MOU signing event, please feel free to utilize this checklist created by our team. For a more general event planning checklist, try this event checklist.

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Select a Date, Time, and Location

Select a date and time, consulting the following to determine potential date conflicts

• Augusta University’s Campus Calendar
• Religious calendar resources
• Research and select a venue. Most internal venues can be booked through the Augusta University EMS website, and the Maxwell Alumni House can be reserved by contacting Kristen Swindells in the Office of Protocol and Special Events.  Effective as of July 1, 2024, the President’s Cabinet approved a new process to standardize which requests can be approved for usage of university-owned space for events. 
  
  The process will begin with an event request form, which will allow the university to determine if the event is appropriate and if the space is available before we invest additional time and resources in costly activities, such as event planning, document review and contract routing. External requests will be reviewed by the Special Events Sub-Committee for Augusta University’s Space-Management, Real Estate, and Facilities Committee, and internal requests will be reviewed by the dean, department chair or vice president of the sponsoring unit. 
  
  Requests must be submitted at least 45 calendar days before the event date, and a response will be provided within 10 business days.
  
  If a request is accepted, you will receive an Event Request Response form that will include an itemized list of additional requirements, which may include executed contracts, additional details about the proposed event, additional requirements (e.g. fire marshal approval, alcohol permission), documentation of event insurance, etc. It will also provide a deadline by which the requirements must be completed for AU to confirm a reservation.  
  
  Please note this process does not include student requests, which are managed by Student Life and Engagement, but it does cover all other extra- and non-curricular events taking place on or within Augusta University-operated space. We believe this process, supported by updated policies, a communication plan and staff training, will reduce risk to event participants and the university while also providing a more consistent and community-oriented experience. 

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Ensure Your VIPs are Available for Your Proposed Date

• To have the Augusta University President, Russell T. Keen, participate in your event in any way, you must fill out the Appearance Request Form. We encourage you to complete this form eight weeks before your event. All requests will be considered but are subject to approval by the President's Office. You will receive a notification within 7-10 business days if your proposed request has been approved.

• Once approved, planners will need to submit the event details five weeks before their event and a completed briefing document and talking points for the President at least five business days before the event. The briefing document helps guide the principle on the who, what, when, where, and why regarding the event so that they know the background and what is expected of them. The briefing should be submitted to Maggie Witherington, with Stephanie Campbell copied. It is also helpful to share a general briefing with other senior leadership (Chief of Staff, Provost, EVP's, and their assistants) related to the event to keep everyone on the same page. This briefing sample is designed for one-part events, and this briefing sample will help you with a multi-day or multi-faceted event. If the request is for a video to be recorded, you must provide scripted remarks for the President. Please use the Presidential Talking Point Template to assist you in creating remarks for the President and other VIPs that may be participating in your event.

• If circumstances or last-minute events prevent advance notice, you are still encouraged to reach out directly to the President's Office to determine availability. Additionally, if you wish to have the Chief of Staff, Provost, or other members of senior leadership attend or participate in your event, please get in touch with their offices directly.

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Coordinate Campus Resources and External Vendor Needs

• Select your caterer and vendors. Determine how much to order for your event size.
• Determine any space or audio-visual needs
• Confirm parking and transportation needs - Below is an example of appropriate event parking signage:

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Ensure the Safety of Your Guests

• Review our public safety guidelines
• Review our Alcohol Policy, request permission for alcohol if necessary, and hire a public safety officer for any event where alcohol is served on campus by contacting Captain Leverett.

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Determine Entertainment Elements

• Research entertainment options at Augusta University
• Promote environmentally friendly alternatives by incorporating components of a green event

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Compile Collateral Pieces

• Create invitations and promotional materials following the appropriate branding and usage guidelines
• Review suggestions for promoting your event on campus
• Completing a briefing can be helpful for your principle, as well as others related to the event to keep everyone on the same page. This briefing sample is designed for one part events, and this briefing sample will help you with multi- day or multi-faceted events.

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Evaluate Event and Plan for the Future

• Convene a committee and discuss what went well and what challenges were faced
• Consider sending a post-event survey to participants/volunteers to gather additional data
• Complete a post event evaluation form to record your ideas and lessons learned
• Update any web information to reflect the event’s conclusion or new dates