The University of Texas at Arlington

Event Planning Checklist

and Contact Guide
Ideally, special events are planned 4-6 months in advance, more for large-scale or multi-day events.
Unfortunately and often, event and meeting planners find themselves with less time
to plan and implement. This event checklist and guide is intended to save you time – whether
you have two months or two years to plan your event – by providing you with
the structure and components necessary for success.

General Information
Event Name:___________________________________________________________________________
Objective:_____________________________________________________________________________
Theme: _______________________________________________________________________________

Date:_______________________________ Day of Week: _____________________________________

Location: ________________________________________________________ Time: _______________

Facilities
‰ Reserve your event space immediately, whether on or off campus. See below for
information and links on booking on campus facilities.
Facilities: ______________________________________________________________________
______________________________________________________________________________

Budget and Agenda

‰ Determine the overall budget for the event as well as how the budget will be allocated.
Keep a close eye on income and expenses throughout the planning process.

‰ Who will be involved in your event? For instance, will the President give opening
remarks? Make sure you get the date on the calendar of all key participants.
Key participants: ________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

UTA Event Planning Checklist Page 1 of 9

Prepared by Special Events, Office of the President, UTA
Updated: 8/29/2003
‰ Will anyone need assistance in preparing remarks?
Scripting needs: _________________________________________________________________

‰ Identify and invite all speakers/entertainers involved in the event. Put all remuneration
agreements and details in writing in the form of a letter of agreement or a contract.
Process paperwork
Contract performers:_____________________________________________________________
______________________________________________________________________________

‰ Once you’ve selected a date, time and location, contact webmaster@uta.edu and ask for
information to post your event on the UTA homepage calendar of events.

Audience-Building
‰ Who do you want to attend your event? Students, faculty, staff, board members, alumni,
parents, donors, community leaders, potential students, targeted groups, and/or the
general public? It’s important to consider each group differently when designing your
promotional materials:
Target audience(s): ______________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

There are many offices on campus that can help you reach certain target audiences:

‰ Alumni – contact the Alumni Office (ext. 2594)

‰ Donors & Advisory Boards - Development (ext. 2543) and/or the appropriate
Office of the Dean
‰ Community leaders, civic/professional organizations – Marketing (ext. 1299)
‰ Regents, UT System contacts – Special Events, Office of the President (ext. 5372)

‰ Consider co-sponsoring the event with other departments or off-campus groups with
similar or related interests. They can help with audience-building and implementation.

‰ Are you sending invitations or registration materials? Develop a mailing list of the
desired guests. Start this process early; invitations should be sent 4-6 weeks prior to the
event; registration materials should arrive earlier. If you have ample time, consider
sending a “save the date” card 4-6 months prior to the event. Determine a total number
of invitees.
Total number of invitees: _________________________________________________________
Save the date card? ______________________________________________________________
RSVP deadline:__________________________________________________________________

UTA Event Planning Checklist Page 2 of 9

Prepared by Special Events, Office of the President, UTA
Updated: 8/29/2003
‰ Now that you know whom to invite, think about how you will invite them. When
thinking about general print promotion, start by thinking about a poster. Write the text
first for your poster (assuming you need one), then invitations, response
cards/registration form, flyers and brochures. Be sure to include driving directions,
parking information, meal preferences (if applicable), access information for disabled
guests, and ALWAYS a contact phone number or e-mail address for more information.

‰ Contact University Publications - http://www.uta.edu/publications/ - for assistance in

designing posters, invitations, brochures, programs and other event-related
publications.

‰ Campus Printing - http://css.uta.edu/ - provides a broad range of copy and press

service, including four-color printing, signs, dry-mounting, basic design services,
They’ll also work with you to coordinate on- and off-campus mailing, bulk mail indicia,
mailing labels, and even pre-printed addressing.

‰ Promotional Tools for General Audience Building

‰ As soon as you have established the who-what-where-when of your event, e-

mail your event information to UTA Public Affairs at public.affairs@uta.edu.
Public Affairs can assist you with press releases, PSAs, Click and other external
media contacts as well as UTA’s Messenger (a twice-a-week internal e-
newsletter), UTA Today (an e-newsletter that goes to internal and external UTA
contacts) and the Cooper Street Marquee.
‰ To submit an event for the Arlington community calendar, go to Arlington
Online at www.arlingtononline.net
‰ The Shorthorn – fax event information to extension 5009 or call the newsroom
at extension 3661. For advertising information, call the ad office at extension
3188 and see ad rates online at http://shorthorn.uta.edu/
‰ Off-campus Advertising – Tracey Cichock at tcichock@uta.edu can provide you
with contact information to advertise in the metroplex. She also has UTA
discount ad rate information
‰ College/School newsletters – contact Office of the Dean
‰ UTA Radio – call extension 7585; e-mail news information to
radionews@uta.edu and sports information to radiosports@uta.edu. Check out
the website at http://radio.uta.edu/index.htm
‰ UTA-TV broadcasts on Channel 98 of AT&T Cable of Arlington. If you’d like
your event to appear on the Events Calendar, contact Jim Sanders at
jsanders@uta.edu with all pertinent event information. If you’d like him to
feature a departmental or event logo/graphic, attach it to your e-mail message
‰ To post signs/posters on campus and to reach student organizations, contact the
Office of Student Governance and Organizations -
http://www.uta.edu/studentgovernance/ or extension 2293 - in advance for
approval and the number of copies you’ll need

UTA Event Planning Checklist Page 3 of 9

Prepared by Special Events, Office of the President, UTA
Updated: 8/29/2003
 ‰ Lamp-Post banners – eight on-campus locations for 18”x24” banners are
available throughout the year to promote campus-wide events. Contact Student
Governance and Organizations at extension 2293 for details
‰ To reach on-campus residents with flyers/invitations, contact the UTA Housing
Office - http://www2.uta.edu/housing/ or extension 2791 - for prior approval
and the number of copies you’ll need
‰ Table tents – to set table tents in campus dining areas, contact Dining Services at
extension 3113 in advance for approval
‰ Word of mouth – it’s your best resource!

‰ Will you charge admission, ask for donations, or is the event free? If your attendees pay
to attend your event, think through this process carefully, including:

‰ Creating an invitee/attendee database

‰ Ticketing – single price, group rates, advance discounts, meals, cafeteria pricing,
parking, etc.
‰ Registration and payment process – receipts, making change, credit cards, on-
line payment, etc.
‰ Registration confirmation process
‰ Registration packets - including campus maps, nametags, meal coupons, etc.
‰ On-site registration

Catering
‰ UTA contracts with Aramark for all on campus catering. For a copy of the current
Catering Guide and a Catering Request Form, go to http://www2.uta.edu/ucenter/. For
additional consultation, you may also call the catering office directly at extension 2304.
Make sure you coordinate all aspects of your catering with Aramark, including:

‰ Budget (consider delivery, staff, and set up charges):________________________________

‰ Menu: _____________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
‰ Special diet accommodations: __________________________________________________
‰ Type of service (buffet, plated, passed hors d’oeuvres): ______________________________
‰ Plating (china, disposable): ____________________________________________________
‰ Bar: _______________________________________________________________________
‰ Linens (include nametag or gift tables): __________________________________________
‰ Delivery/set up time: _________________________________________________________
‰ Head count (must be confirmed 3 business days prior to event):_______________________
‰ Clean up time: ______________________________________________________________

UTA Event Planning Checklist Page 4 of 9

Prepared by Special Events, Office of the President, UTA
Updated: 8/29/2003
‰ If you are holding your event off-campus, contact the events director or facilities
manager for pricing and availability of equipment and rentals as needed.

‰ Although you will need to plan for your own table centerpieces, Aramark can provide
mirrors to embellish banquet-style tables.

‰ Anytime, anywhere, you service food in the name of UTA, you have to complete an
Official Occasion Expense Form. For a copy, click here: http://www2.uta.edu/ucenter/

Set Up
‰ Once the event space is reserved, you’ll need to think through the items you need to set
up the space properly. This may include, but is not limited to:

‰ Tables, chairs, table numbers: __________________________________________________

‰ Staging:____________________________________________________________________
‰ Nametag or registration table(s):________________________________________________
‰ Vendor tables or booths: ______________________________________________________
‰ Lectern:____________________________________________________________________
‰ A/V and Laptop hookups: _____________________________________________________
‰ Lighting: ___________________________________________________________________
‰ Plants/centerpieces/decorations: _______________________________________________
‰ Photography/videography: ____________________________________________________
‰ Parking/valet services/transportation: ___________________________________________
‰ Directional signs (indoor/outdoor): _____________________________________________
‰ Handicap Accessibility: _______________________________________________________
‰ Coatracks/umbrellas: ________________________________________________________
‰ Other: _____________________________________________________________________

Below is a list of on-campus resources available to help you meet your set-up needs.

‰ When planning an event in the University Center, call extension 2929, not only for
room reservations but tables, chairs, lecterns, staging, audio/visual equipment, laptops
(for Powerpoint or other presentations), special lighting, minimal pipe and drape, table
numbers, coatracks and other set up requirements. For more information including
room capacity figures, floor plans, and rates, click here: http://www2.uta.edu/ucenter/

UTA Event Planning Checklist Page 5 of 9

Prepared by Special Events, Office of the President, UTA
Updated: 8/29/2003
‰ If you’re planning an event on campus but outside the UC, contact the following
departments for your set-up requirements:

‰ Facilities reservations:
• Any outdoor space – including but not limited to the library mall, U.C.
mall, Architecture building courtyard, Nursing Park, the Engineering
Mall, Doug Russell Park, and any University parking lot – contact Student
Governance and Organizations at extension 2293
• Sixth Floor Library – Carleen Dolan at extension 3732
• Texas Hall – to reserve space, call Kathryn Beeler at extension 3331; to set
up A/V equipment, call Paul Cathey at extension 5590. Also check out
the Texas Hall website at http://www2.uta.edu/texashall/
• Maverick Stadium – Tom Kloza at extension 2003 or
http://www2.uta.edu/mavstadium/
• Continuing Education (including the Sweet Center) – Carmen Martinez at
extension 2581
• Nedderman Hall Rady Room and Atrium (aka “Hall of Flags”) – Jeanne
Bholan at extension 2571. Contact Randall Coburn at extension 3294 for
stage, A/V and other set up needs (Nedderman Hall only)
• Architecture gallery – Cheryl Donaldson at extension 1442
• The Gallery at UTA (Art Department) – gallery curator Benito Huerta at
extension 3143 or 3110
• Other classroom/meeting spaces in School/College buildings – check
first with Jean Travis in the Registrar’s Office (extension 3566), then the
appropriate Office of the Dean
• Activities Building auditorium and other meeting space – send requests to
Durl Rather in Campus Recreation at drather@uta.edu. For more
information, go to http://www2.uta.edu/campusrec/
‰ Tables, chairs and lecterns – contact Central Receiving. For more info, click
here: http://oabs.uta.edu/receiving/ or send e-mail to receiving@uta.edu. For a
Central Receiving work request form, click here:
http://forms.uta.edu/ef/files/capitalasset/2-48.xls
‰ Speakers, mikes, video conferencing, multimedia, video cameras, TV/VCR, and
other A/V equipment rental plus technician support – contact Media Services.
For more information, click here: http://video.uta.edu/ or send e-mail inquiries
to video@uta.edu. If you’re planning to record your event, be sure to get
permission from your speaker(s) in advance.

‰ Would you like some potted plants to set in front of the lectern, on a stage, or to fill the
corners of a large room? Contact John Simpson in Grounds at extension 2331 for
options and applicable charges.

‰ Want to record the event for posterity? Contact University Publications

http://www.uta.edu/publications/ for photography and Media Services
http://video.uta.edu/ for video taping services and fee information.

UTA Event Planning Checklist Page 6 of 9

Prepared by Special Events, Office of the President, UTA
Updated: 8/29/2003
‰ While you’re contacting University Publications http://www.uta.edu/publications/, be
sure to discuss the possibility of including your event in an upcoming issue of the UTA
Magazine.

‰ Official Seal - for all events at which the university president speaks, the official UTA
seal must be displayed on the lectern. For events in the University Center, the UC staff
can provide a seal upon request. For events outside the UC, contact the Office of the
President at extension 2101 to reserve the seal. You must make plans to pick up the seal
and return it.

‰ UTA Police Department – For parking, VIP parking, security, and other event services,
contact the UTA Police Department. Call Mary Mabry at extension 3907 for
information about surface parking lots, Lou Ann Wynne to schedule officer assistance,
and Chief of Police Bob Hayes at extension 3381 to discuss large-scale events or
complex requests.

‰ Maverick Parking Garage – call Leann Ames at extension 2370

‰ Transportation – Need to transport guests from a remote location, such as a parking lot,
to your event site? Contact extension 3381 or 2848 for options and cost information.

‰ Outside Vendors – for floral arrangements, props, tent rentals, extensive pipe and drape,
valet parking and additional event elements, you may need to contract with an outside
vendor for products or services.

‰ Just looking for ideas? Subscribe to RSVP, the UTA e-newsletter for special events and
meeting planners, at http://www.uta.edu/specialevents/.

Program Preparation & Support Materials

‰ Be sure you provide final agendas and scripts to all speakers and platform party
members no less than one week prior to the event.

‰ Will you need help setting up, running a registration table, or cleaning up after the
conclusion of the event? Plan for staff or volunteer help well in advance. If you’d like
UTA students to assist in this process, contact the UTA Student Ambassadors or Mr./Miss
UTA at extension 2293. Or consider partnering with a student organization that has a
special connection or relevance to your event topic or guests.

‰ Hotel reservations – for out of town speakers, guests, or to arrange a hotel room block,
see the UTA website at http://www.uta.edu/uta/hotels.html for local options.

‰ Out of town speakers or VIPs sometimes require additional help feeling at home away
from home. Consider their transportation needs to and from campus or the airport,
additional meals, reserved parking at the event site, and assign a staff person to greet
them upon arrival.

UTA Event Planning Checklist Page 7 of 9

Prepared by Special Events, Office of the President, UTA
Updated: 8/29/2003
‰ There are a host of printed materials to consider in planning your event, including:

‰ Speaker handouts: ___________________________________________________________

‰ Programs: __________________________________________________________________
‰ Registration materials: ________________________________________________________
‰ Nametags (with or without speaker/VIP ribbons): __________________________________
‰ Placecards/Seating charts:_____________________________________________________
‰ Schedule of events/team pairings/etc.:___________________________________________
‰ Evaluations: ________________________________________________________________

‰ Consider any special presentations during the event, such as awards, prizes or thank-
you gifts.

‰ Plan for premiums, auction items, and door prizes and how/when they will be
distributed at the event.

‰ Consider providing general information about UTA Admissions, Marketing or

Continuing Education at all of your events that reach an external audience.

Event Day
‰ Go to the event location and check on the set up 1-2 hours in advance (more for a
complex set-up).

‰ Make sure you have all of your printed materials pre-organized and ready to go.

‰ Set up the registration/nametag table as early as possible.

‰ Provide clear information to your staff or volunteers and empower them to respond to
on-site questions.

‰ Provide a glass of water for each speaker.

‰ Be on hand to handle any last-minute changes.

‰ Enjoy!

UTA Event Planning Checklist Page 8 of 9

Prepared by Special Events, Office of the President, UTA
Updated: 8/29/2003
Wrap Up and Evaluation
‰ Event wrap up can include anything from returning borrowed or rented items to
tallying fundraising results to distributing unclaimed awards.

‰ So much event feedback tends to be anecdotal and sporadic. When possible, distribute a
written evaluation form at the event to gather guest response. Also, always conduct an
internal evaluation by making notes on which elements worked well and which could
be improved. For a sample evaluation, go to http://www.uta.edu/specialevents/ and
click on “Event Planning at UTA.”

‰ Wrap up your event budget.

‰ Write thank you notes as appropriate.

‰ Distribute event photographs to special guests, post them on your website, or contact
Public Affairs for potential media interest.

‰ Pat yourself and your staff on the back. You did a GREAT job!

Prepared by Amy J. Schultz

Director of Special Events, Office of the President
Send suggestions, corrections or additions to aschultz@uta.edu

UTA Event Planning Checklist Page 9 of 9

Prepared by Special Events, Office of the President, UTA
Updated: 8/29/2003