Internal Event Checklist

• Contact Information (Lead Contact)
  • Name
  • Email
  • Phone

• If you are expecting 50 or more guests throughout your event you must complete the UERC Form.

• Name of Event
• Is there a theme?
• Event Description
• Date(s)
• Location(s)
• Time
• Start
• End

If yes, please complete this form and contact the Development Office prior to any advertising for your event.

• If yes, please notify Office of the Chancellor.
• Prepare talking points
• Who is to prepare?
• Provide to Chancellor’s Executive Assistant at least one week prior to event Notify Vice Chancellor for Academic Affairs (If an Academic Unit Event).

• Hospitality Form filled out and routed to Department Head and Vice Chancellor for Finance and Administration. https://iu.co1.qualtrics.com/jfe/form/SV_cOy7TyXUzvpN2bb
• Food Service Request Form submitted? https://iu.co1.qualtrics.com/jfe/form/SV_8wv43wf2w2aMfTn
• Need Menu options? Cafe Menus
• Was quote receive and approved?
• Final Count given to the caterer?
• Alcohol Permit Needed? Must obtain approval from the Chancellor’s Office prior to proceeding to the application for a permit. Approval form can be obtained by contacting the Events Coordinator at Eventsch@iuk.edu.

• Schedule a meeting with the Events Coordinator to discuss all needs for the event.
• Tables Rounds, hollow square, conference, classroom, theater etc
• Quantity (number of people per table)
• Table Linen - Color/Type
• Conference Account needed for presenter?

If yes, Please contact Ben Liechty at 765-455-9595 or baliecht@iuk.edu.

It is important to share this information for him to be able to track Alumni Engagement.

• Estimated number of guests. Who has been invited (e.g. legislators, local officials, school representative, etc.)
• If elected officials have been invited, please contact Office of Public Affairs.
• Are there people the Chancellor needs to be aware of?

For all Media & Marketing services, please complete a request through Robohead,  https://iukmarketing.robohead.com/login.do#

• Invitation list
• Catering
• Room setup
• Entertainment
• Invitations (evite or printed)
• Printed Programs
• Name Tags
• Etc.

• Notified University Police of your event?
• Need additional University Police?
• Is your event after hours?
• What are the hours that additional coverage is needed? If yes does your event require additional University Police. If so, there is a $25 per hour per officer charge for all events.

• Parking Permits Needed?
• Reserved spaces needed - If yes, how many and what location
• Number of guests expected and date and time of the event

• Tent/Canopies neededLocation of set up
  • What type of tent
  • Heating/cooling special needs
• Account number to be charged
• Vendor
  • Name
  • Contact info
  • phone:
• Delivery to arrive
  • Date:
  • Time:
  • Location:
• Who is responsible for the set-up of rental items?
  • IU Kokomo
  • Vender
• Pick up
  • Date
  • Time
  • Location:
• Who is responsible for tear-down or rental items?

Flowers/Decorations

• What is needed:
  • Centerpieces
  • Podium/Stage Flowers
  • All table decorations are the responsibility of the department.
  • Backdrops

Entertainment

• Time of arrival:
• Set up needs:
• Notified the Event Coordinator of specific power and setup needs, if there is an entertainment rider please provide
• Gift for guests:
  • Who is providing and setting up in the venue?
• Delivery
  • Date:
  • Location:
• What do we do with extras
• Directional signing?
• Parking signs needed?
• Restroom signs needed?

Volunteers

• Volunteers needed?
  • Who will coordinate and train them?
• IU Kokomo Staff needed at event
• What roles:
• How many are needed?
• Who will be the contact person:

• What is needed:
  • Centerpieces
  • Podium/Stage Flowers
  • Backdrops

• Time of arrival:
• Set up
• Needs:
• Notified Physical Facilities of specific power and setup needs
• Gift for guests
• Needed
• Vendor Contact:
  • Phone:
  • Email:
• Delivery
  • Date:
  • Location:
• Who is responsible for placement?
• What do we do with extras
• Directional signing
• Parking signs needed
• Restroom signs needed

• Who is to provide? Utilizing Campus Supplies for décor or ordering from an Outside Vendor?
• Vendor
  • Name:
  • Contact info
  • Work phone
  • Cell phone:
  • Email:
  • Fax:
• Delivery
  • Date:
  • Time:
  • Exact location:
• Who is responsible for the placement of decorations?

Other

• Volunteers
• Who is to provide:
• Student Ambassadors are to be requested through the Office of Admissions at least four weeks in advance.
• Number needed:
• What will they be doing:
• Dress code:
• Who is to recruit:
• Date all volunteers secured:
• Training:
• Date/time/location:
• Who will be doing the training:
• IU Kokomo Staff
• Needed at event
• What roles:
• Who is needed:
• Who will be the contact person: