External Event Checklist

• Is a Campus Department sponsoring your event?
  • Contact Information (Lead Contact)
  • Name:
  • Email:
  • Phone:

• Name of Event
• Is there a theme?
• Event Description
• Date(s)
• Location(s)
• Time
• Start
• End

• Schedule a meeting with the Events Coordinator to discuss all needs for the event.
• Tables Rounds, hollow square, conference, classroom, theater etc
• Quantity (number of people per table)
• Table Linen - Color/Type
• Conference Account needed for presenter?
• Free WiFi is available for all participants.
• Will you need an event technician to run the AV system?
  • If so, please request that at least 2 weeks prior to your event to discuss with the Event Coordinator.

• Invitation list
• Catering
• Room setup
• Entertainment
• Printed Programs
• Name Tags
• Etc.

• Indiana University Campus Police will determine how many officers are needed for your event based on the number of attendees. 
• If it is determined that they are needed, there will be a $25 per hour per officer charge for all events.

• Parking permits will be emailed to the event organizer from the Event Coordinator prior to the event for distribution to all attendees.
• If the event is deemed “open to the public”, the Event Coordinator will speak to the Police Chief regarding waiving ticketing for that the time of the event.

If you are renting items for your event, please list the information below:

• Tables - quantity?
  • What type?
• Chairs quantity?
  • What type?
• Tent
  • Location of set up?
  • What type of tent
• Linens (other than what would be provided by the caterer)
• Vendor
  • Name
  • Contact info
  • Work phone:
  • Email:
• Delivery
  • Date:
  • Time:
  • Location:
• Who is responsible for the set-up of rental items?
• Pick up
  • Date:
  • Time:
  • Location:
• Who is responsible for tear-down or rental items?
  • Date:
  • Time:
  • Location:

• Centerpieces are provided for the buffet tables only.  All other décor is the responsibility of the event organizer.
• If you will have flowers or décor delivered please list the following:
  •  Date:
  • Time:
  • Location:
  • Vendor:

Day of Event

• Room temperature 
  • Cool to 60 – 65 degrees
• Check set-up
• Ensure everything is ready for event/meeting organizers when they arrive.
• Have someone available to show organizers how to use any equipment.
  • If the event requires an event technician that must be requested prior to the event to arrange for them to be at the event.
• Contact person for any issues that may arise:
  • Name
  • Cell phone number
  • Email
• Microphone and AV check

• Clean-up
  • All items should be taken with you at the conclusion of your event unless otherwise scheduled with the Event Coordinator.
• If there is food leftover, you can request to have containers of that to take with you.  Otherwise it will be distributed or disposed of based on food handling policies.
• There will be a post-event survey sent out to see how we are doing and how we might improve your event/meeting experience here at IU Kokomo.