Event Task List

Follow the steps below to ensure a successful event!

Printable Version

1) Budget

• Create budget
• Confirm finances

2) Reserve space and consult with OSAF

Note:  Step 1 should be completed before space is reserved.  

• Space requests must be completed a minimum of 7 business days prior to your event
• Complete and submit Space Request Form
  
• Reserve appropriate facility
• Submit IR for rental/grounds/housekeeping fees
• Determine rain location/plan/timeline, if necessary
• Notify/review details with organization advisor

3) Contract(s)

• Contracts must be completed a minimum of 2 weeks prior to your event
• Submit contracts to OSAF for review
• Obtain performer’s permanent address and SSN or Tax ID
• Technical and hospitality riders
• Movie rights/licensing

4) Police/Security

• Police/security plans must be established a minimum of 7 business days prior to your event
• Work with Duke Police to make necessary arrangements

5) Equipment Rental

• Equipment rental arrangements must be made a minimum of 2 weeks prior to your event
• Order tables, chairs, A/V items, etc.

6) Publicity

• Review policies regarding banners, tabling, display cases, and other forms of publicity
• Chronicle advertising
• Banners/posters/flyers
• News releases
• Tabling
• Facebook ads/events

7) Logistical Arrangements

• Logistical arrangements must be made a minimum of 2 weeks prior to your event
• Grounds
• Housekeeping/trashcans
• Catering/hospitality (refer to list of approved caterers)
• Hotel
• Parking
• Travel and airport transportation
• Tickets/ticket sales
• Ushers
• Load in/out
• Restrooms
• Vendor sales
• Cancellation policy
• Volunteers
  

8) Alcohol

• Review alcohol policy
• Request and confirm kegs
• Register party monitors

9) Amplified Sound

• Notify living units
• Notify nearby buildings
• Make necessary arrangements with Technical Services
• Get confirmation from OSAF
  

10) Decorations

• Review decorations policy
• Determine theme/ideas
• Fireproof decorations
• Review plan with Fire Safety
  

11) Clean-up

• Trash cans
• Cleaning supplies
• Volunteers
  

12) Approval/Notification

• OSAF
• RLHS

13) Wrap-up

• Thank you notes
• Evaluations/assessment
• File maintenance