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Event Planning Checklist

Scheduling/Planning

  1. Reserve your space at RIT Events
    *Be sure to consider the following items when making your reservation:

    • What size room is needed?
    • How much time is needed for set-up?
    • Should a rain date/location be reserved?
    • Are multiple spaces needed?
  2. Find out what services are required 
    (Facilities Management, Dining Services, Public Safety, etc.)
    *Use Event Planning Logistics Checklist below to determine service needs

  3. Confirm event registration through RIT Events  
    *Don’t forget to continue checking your event submission page on RIT Events.  Additional information may be requested for service providers in order to approve the event. Contacany of the Event Management team with questions.

Budgeting

Advertising

Shopping

  • Purchase supplies for event/preparation

Special Event Procedures/Agreements

*If the event includes any of the below components, please read and abide by the appropriate procedures.

 

Event Planning Logistics

Event Set-up

  • Specific room set up 
  • Tables
    • Size and quantity
    • Linens
  • Chairs
  • Trash cans
  • Special lighting and/or sound equipment 
  • Signage 
  • Stage or dance floor
  • Technical needs 
  • Curtains
  • Golf carts for transportation 

 

Food & Beverages

  • Food will be provided
    • Brick City Catering 
    • Dining Express 
    • Outside Caterer
    • Purchased Externally
    • Homemade 
  • Food provided at no cost to attendees  
    *Must follow University Vendor Policy

 

Transportation

 

Safety

  • Event attendees include non-RIT community members
    1. Non-RIT attendees need designated parking
    2. Minors  *Protecting minors on campus
  • Money will be collected at the event  *Cash handling protocol
  • Event includes activities that could impose risk of injury to participants/spectators  *Waivers & rules
  • Third party vendors will be present at the event  *Contracts/insurance

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