Chapter Event Checklist

(Printable Form )

Chapter Name________________________________________

Event_______________________________________________

___Location rental fee
___inside
___rain plan if outside
___permit needed?
___tent needed?
___restroom facilities available?
___Seating (what kind and how much)
___Tables
___size and how many needed
___clothed and skirted
___Head table / reserved table?
___Parking if applicable
___Confirm food menu and service, (form of payment__________________)
___Entertainment confirmed if applicable, (form of payment_________________)
___Podium and microphone
___Consider the podium and audience arrangement, set up so if guests need to leave room it
doesn’t disturb speaker
___Chapter banner or flag to be hung
___Other audiovisual needs
___Electrical outlets
___Air-conditioning / heating (pleasant temperature)
___Registration
___sign in table / sign in forms
___greeters / treasurer / cash for change
___nametags, membership list and forms, pens, tape, scissors
___doorprize or raffle tickets if needed
___program or handouts
___Doorprize or raffle procedure and volunteers to help
___Agenda for presenters if there is no printed program
___Information to introduce speakers, recognize special guests and outline for your comments
(keep comments positive, refrain from negative comments regarding chapter or attendance unless appropriate)
___Officers know when and what to report on (scholarships, student recruitment, upcoming or recent events, treasurer’s report)
___Recognize any special donations or help from community or specific persons
___If presenting awards - certificates, plaques, a script, someone to take pictures or assist if needed
___Gift for speaker or speaker’s fee check placed in a nice card (if appropriate for situation, consult Chapter Development Office with questions or help, standard fee is $150, some speakers not employed by UA may charge more)

Promotion of Event
___Brochure/flyer/postcard done 5 to 6 weeks prior
___mailed by chapter or alumni office
___Mailed to all good address list / national actives only / potential students & their parents
___included local members or other special guests
___Email notice to all email addresses in NAA database and chapter database (all Alumni Office for NAA list)
___Press release, radio, TV, Alumni Magazine, Alumni and Chapter WebPages, other advertising
___Contacted district or regional vice president
___Calling committee called all local members
___Alumni Calling Center called / send in script with details if using this service - contact Chapter Development Office well in advance if you want this service, may not always be possible
___Contacted other community organizations about chapter event