Online Handbook for the Division of International Studies, and International Institute programs

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Event Planning Guide:

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Event Planning Checklist

General Planning

  • Determine the theme, speaker(s), date and time of the event.

  • Identify sponsor and co-sponsors and write letters to request co-sponsorship, including funding support from co-sponsors.

  • Determine an expected size audience.

  • Draw up a timeline and list target dates and deadlines for printing, mailing, food orders, etc.

Staffing Needs

Identify individuals to carry out the following tasks:

  • Event coordinator

  • Logistical coordinator

  • Interpreters

  • Hosts or people to sit at the registration table

  • Someone to introduce the speaker

  • Discussants if necessary

  • Which university administrators you wish to open the event

  • Cleanup team

  • Identify a photographer

  • Who will film and/or tape the event

Finances

  • Draft budget for the event (including estimates for travel, hotel, local transportation, AV, room rental, honorarium, per diem, food and refreshments, etc.)

  • Identify funding sources and account numbers to be charged, internal and external requisitions needed, fees and contracts for facilities and services

  • Secure funding for event

Invitations

  • Send potential speaker aletter or email of invitation.

  • Once they have agreed to speak, request the following from the speaker:

    • CV

    • short bio

    • photograph

    • preferred contact information

    • title of talk

    • preferred title

    • audiovisual needs

    • nationality and social security number/ITIN

    • confirm visa type if from abroad

    • home address

    • vegetarian or special needs

    • travel preferences if we are doing the booking at UW (location of seat, preferred airline, frequent flier mileage numbers, departure times)

    • arrival and departure flights

    • emergency contact information

    • cellular phone number

The Room

  • Reserve room or hall for talk, depending on anticipated
    audience.

  • Make a site visit if you are unfamiliar with the room or hall.

  • Decide on a setup for chairs and tables, stage, podium, table skirting, water, flowers and other decorations

  • Microphone location

  • AV needs (Overhead, powerpoint, slide video)

  • A-frames for discussion

  • Refreshments, coffee

  • Decide on registration table location and displays.

Other Logistical Considerations

Security, event liability

AV needs if you are videotaping or taping the event

Travel. Communicate with speaker to finalize travel arrangements. The easiest method is to use electronic ticketing; the invoice can usually be paid through direct billing to funding source. ASAP

Lodging. Make lodging reservations for speaker. If possible do direct billing, otherwise it’s on a requisition: internal for university-owned facilities; external for others. Possibilities include Lowell Hall (262-2514), Union South (262-2600), Doubletree (251-5511), Memorial Union (262-1583), University Inn (257-4881), Madison Inn (257-4391). ASAP

Initiate requisition for honorarium check payable to speaker. This requires their social security number and permanent mailing address. Note whether the speaker is a U.S. citizen or citizen of a foreign country. If speaker is not U.S. citizen, check requirements for paperwork such as: visa type; 8233 (tax withholding form); W8-BEN; IAP 66; I 94 (departure record); is it a treaty nation for tax purposes; do we need to get a tax payer identification number (if does not have SSN). Most honoraria are paid after speaker departs. Emergency transactions are possible (paperwork is walked through all steps). See website.

Plan other activities for speaker, e.g., lunch meetings with interested faculty, events in home, interviews with local radio stations and newspapers, meetings with graduate students, and talks and discussions in classes.

Arrange post-talk dinner with speaker: send email inviting interested faculty, graduate students.

Airport: Arrange pick up and transportation back, if guest is not using taxi. Some hotels have vans that pick up guests.

Identify escort/host for each event, provide details on meetings/greeting protocols.

Obtain parking permits from Transportation Information Place or call 262-7707

Publicity:

  • Prepare press release

  • Arrange for press interviews with speakers or event organizers

  • Prepare publicity

  • Decide on target mailing lists and email lists

  • Campus (Institute, Centers, Departments, Classes)

  • External/Off-campus

  • Prepare copies of the flyer or poster in advance. Decide where to send flyers. List cosponsors and funding sources on flyer

  • Prepare invitation cards if necessary

  • Campus mailing; send extra copies to the presenter or host in advance

  • Post flyers around campus in advance or send to administrative assistants in various departments to post.

  • Notify various web calendars

  • Send email notice

  • Send reminder email to possible attendees the day before the talk or on the day of the talk

Program Materials

Draft schedule

Create itinerary for speaker or an event agenda and email in advance to speaker and other parties involved with the event. Send speaker any other details about their visit 2 weeks in advance of the visit (how they are getting from the airport to their hotel, who will pick them up at the hotel and when, home or cell phone numbers of organizers etc.).

Create a welcome packet for guest(s). Including:

  • Final schedule of meeting or itinerary for visitor

  • Briefing materials for meeting

  • Maps of Madison, campus and facility. See campus map.

  • Literature about Madison and UW

  • Literature about International Institute, member program, research circle etc.

  • Local restaurants and stores

  • Information on how to get to the event from the hotel

  • Information about other events going on at the same time

Create badges

Tent place cards

Decide on how and what to display at the registration table (upcoming events flyers, Institute brochure etc.)

Final Preparations

  • Double check all logistical arrangements (flights, lodging, hall etc.) a few days in advance.

  • Check arrangements in the hall before the talk, e.g., microphone, overhead projector, powerpoint, video, water, refreshments, coffee, displayed materials, registration table.

  • Prepare welcome packets. Leave a copy of the itinerary and welcome packet at hotel for guest speaker(s).

  • Confirm all transportation arrangements, airport pickups or instructions. Parking.

  • Remind speaker to save receipts. Give speaker claim form.

  • Place tent or place cards, reserved seating

Post Event Activities

  • Process the honorarium and reimbursements. See Reimbursement Guidelines.

  • Send honorarium to speaker.

  • Send reimbursements.

  • Send a follow-up “thank you” card or email note after to support staff, cosponsors, guest and visitor.

  • Track payment of all bills.


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