UNC Eshelman School of Pharmacy School Event Planning Template
       Plan Overview
       Event:                                                 Format           Conference, Roundtable, Town Hall
       Date:
       Goals:
       Message/
       Theme
       Audience:                                              # Attendees
       VIPs:
       Budget:                                                Fee to attend    Yes/No
       Account Nos.
       Project Mgr
       Project Team                                           (D) Decision Maker: ultimate and final approval or veto for project related decisions
                                                              (A) Accountable: accountable for making the event happen (project manager)
                                                              (R) Responsible:  Responsible for doing the work/activity
                                                              (C) Consulted:  Those for whom input is solicited
                                                              (I) Informed:  Those kept apprised of relevant developments
                          Note:  If Alumni are involved in the event, please coordinate closely with the UNC Eshelman School of Pharmacy Office of Advancemet & Alumni Relations
                                                                          Key Dates                                                        Budget
       Task             Action Item                             Start                Finish    Responsible     Vendor          Plan             Actual          Comments/Notes
       Calendar         Event Approved
                        Reserve Date/Time on Calendar
       Venue            Site:
                          Sites identified
                          Availability/Estimate 
                          Site/Space Finalized
                          Contract Signed
                          Permits/Reservations 
                          Tent Ordered
                          Tent Delivered
                          Tent Up/Tent Down
                        Room Layout & Décor
                             Room Configuration
                             Table Configurations
                             Backdrops
                             Flags                                                                                                                              US Flag, State Flag, Other Country
                             Flora
                        Tables & Chairs
                             Table Setting
                             Linens
                             Table Assignments
                             Table ID/Name Tents
                        Stage/Podium/Lecturn
                             Riser
                            Lecturn
                             Podium
                             Table
                             Seating/Chairs                                                                                                                     Chairs, Couch
                             Blotters
                             Backdrops
                             Water for Speakers
                        Signage
                            Exterior
                            Interior
                            Podium                                                                                                                              See policy on signage
                        Audio/Visual
                          Sound System
                          Speaker Microphone(s)                                                                                                                 wireless or lavaliere
                                                                          Key Dates                                                        Budget
       Task             Action Item                             Start                Finish    Responsible     Vendor          Plan             Actual          Comments/Notes
                          Audience Microphone(s)
                          Presentation Screen
       Venue            Security
                        Parking                                                                                                                                 Free or fee
                          Parking spaces
                          Shuttle Transportation
                        Breakout Rooms
                        Security
       Check In         Registration
                          Table(s)
                          Greeters
                          Check In Sheet
                          Name Tags/IDs
                          Seating Chart
                          Coat Racks
       Program          Theme/Message 
                        Speakers Identified
                        Speakers Finalized
                        Moderater/Emcee
                        Program Designed
                        Program Printed
                        Run of Show 
                        Entertainment 
                        Laptop 
                        Presentations 
                        Stage hands/Coordinators
                        Rehearsal/Technolgy check
       Catering         Caterer selected                                                                                                                        Dietary restrictions
                        Meals finalized
                        Snacks finalized
                        Beverages finalized
                        Caterer set up complete
                                                                          Key Dates                                                        Budget
       Task             Action Item                             Start                Finish    Responsible     Vendor          Plan             Actual          Comments/Notes
       Marketing                       Use the MarCom requet form to initiate work requests:   http://faopharmacy.unc.edu/communications/marketing-communications-request-form/
       & Comm           Event Added to Calendar
                        Notify University (if appropriate)
                        Guest List 
                        Invitation Created                                                                                                                      Paper, Paperless, Website Registration
                        Invitations Sent
                        RSVPs/Headcount  finalized
                        Program Designed
                        Program Printed
                        Program Delivered
                        Marketing Materials Requested
                        Marketing Materials Available
                        Photographer/Videography Selected
                        Photos/Videos Determined                                                                                                                Shot List/Storyboard
                        Email Campaign - Draf
                        Email Campaign - Final
                        Email Sent
                        Promote on Website
                        Promote in eNewsletter
                        Promote on Social Media
                        Media Alert/Invitation
                        Press Release
       Other            Language Translation
                        Dietary Concerns
                        Special Documents
                        Ceremonial Pens
                        Continuing Education
       Post Event       Break down
                        Debrief Meeting
                        Assessment/Survey