Fraternity & Sorority Event Planning Checklist

Fraternity & Sorority

Event Planning Checklist

This checklist is designed to allow you to successfully plan events and track your

progress. Each checklist is intended to be used for one event. It includes multiple areas

and assignments in which are typical of planning a successful Greek event. Not all

categories may be necessary and some may need to be added but this should be used as

an outline.

EVENT TITLE: __________________________________________________________

DATE AND TIME: ________________________________________________________

LOCATION: _____________________________________________________________

COORDINATOR(S): ______________________________________________________

Description

Lead

Notes

Completed

Scheduling

Select a date and time

Schedule room or venue

*Estimated Attendance ______

Create event layout and design

Consider the following:

 Number of chairs

 Number of tables

 Stage

 Podium

 Av Equipment

 Projector

 Music (DJ, playlist)

Fill out off campus event notification

form (Orgsync)

Announce event date and time to all

chapter delegates

(4 weeks prior)

If mandatory event, set minimum

attendance requirement

(Via delegate vote)

Form committee

Fraternity & Sorority

Event Planning Checklist

Schedule committee meetings up till the

event

Budgeting

Review budget with treasurer

Establish a budget if none exists.

Make an estimate of expenses

File CAB funding request form

(1 month prior)

Present to CAB board

(3 weeks prior to event)

Risk Management

(Refer to FIPG for protocols)

Hire security

Apply for single event insurance

Purchase wrist bands

Review vendor licenses and insurance

Plan for entrance and exit capability

Are you providing/arranging

transportation?

 Get a quote

 Book transportation

 Organize Designated Drivers

Wavier forms

(Consult Greek Advisor)

Marketing

Create a marketing plan

 How will you promote this event

 Who is in charge of promotion

 When will you start promoting

Create or have flyers, posters and social

media flyers designed

(Contact ASI graphics- 4 weeks prior to event)

Post posters

Submit request for display case

Design display case

Fraternity & Sorority

Event Planning Checklist

Submit request for TV monitors

Submit job request for printed materials

(Contact CSUSB Printing Services)

Order marketing/ promotional items

Create T-shirt design

Purchase T-shirts

Create a tabling schedule

Logistics

Guest list

Check in supplies or papers

Create agenda

Create script

Create PowerPoint

Design program

Items needed for event purchased

Role assignment of those involved

 Set up crew

 Clean up crew

 Check-in table

Parking lot clearance

(2 weeks prior)

Purchase door prizes and raffles

Directional signage

Coordinate payments for any vendors

needing payment day of event

Decorations

Shopping list

Table clothes

Centerpieces

Balloons

Banners

Lighting

Fraternity & Sorority

Event Planning Checklist

Food

Order food from Sodexo

Sodexo sign off on outside food

Purchase food and drinks

Fill out EHS Food sales/service on

campus form

(ehs.csusb.edu)

Purchase napkins, plates, cups,

silverware, gloves

Containers to keep drinks cold

Ice

Speakers/ Presenters

Find a speaker or presenter

Obtain contract

(Consult Greek advisor prior to any contract

being signed)

Request/ purchase parking permits for

off-campus guests

After the event

Create itemized expense report

Complete all reimbursement requests

and submit all receipts

Complete Event Report Summary

Send thank you notes

All reimbursement paid

All contracts paid

Invoice for event space paid

Additional Tasks