MU IOTA CHAPTER

Event Planning Checklist & Special Events Form

Phase 1: Pre-Planning

Define the event purpose and goalsEstablish committee roles (Chair/Co-Chair, Logistics, Program, Finance, Marketing/Outreach, Volunteers)Set date, time, and locationCreate a draft budget

Phase 2: Forms, Permits & Contracts (≥60 Days Before)

Complete and submit Special Event Request FormSubmit insurance certificatesSubmit signed venue contractsSubmit entertainment/speaker contractsSubmit alcohol permits/contracts (if applicable)Submit security contracts (if required)Confirm written approval before advertising

Phase 3: Planning & Development

Finalize event program/agendaReserve equipment & suppliesArrange catering/refreshmentsEnsure ADA accessibility and parking planCreate and launch marketing planOpen registration/ticketingRecruit and train volunteers; create contact sheet

Phase 4: Event Execution

Arrive early for setupTest technology (sound, projectors, mics)Place registration/check-in table and signageManage event flow and keep on scheduleSupport and check in with volunteersCapture photos/videosCollect attendance/sign-in sheets

Phase 5: Wrap-Up & Follow-Up

Thank participants, volunteers, and sponsorsClean up venue and return itemsDebrief with committeeReconcile budgetSend thank-you notes/emailsShare event highlights on social mediaArchive event report and materials

Event Details

Event Name

Purpose of Event

Proposed Date

Start Time / End Time

Location

Estimated Attendance

Event Organizer

Organizer Contact Info

Summary of Activities

Required Resources

Forecast of Expenses

Expense Item	Forecasted Amount
Event Supplies
Venue Rental
Entertainment
Marketing Materials
Transportation
Meals & Refreshments
Community Service
Administrative Costs
Miscellaneous
TOTAL

Executive Committee Approval

Title	Approval	Date
Basileus
Keeper of Finance
Keeper of Records & Seal
Event Coordinator (if assigned)

Post Event Evaluation (Forecast vs. Actual)

Item	Forecast	Actual	Variance	Explanation
Event Supplies
Venue Rental
Entertainment
Marketing Materials
Transportation
Meals & Refreshments
Community Service
Administrative Costs
Miscellaneous