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Event: University Welcome Party
Event Date: [Insert Date]
Event Venue: [Insert Venue]

Event Planning Checklist:

1. Determine Event Budget:
- Deadline: [Insert Deadline]
- Allocate funds for venue, decorations, food, entertainment, etc.

2. Select Event Theme:
- Deadline: [Insert Deadline]
- Choose a theme that resonates with the university spirit and appeals to students.

3. Secure Event Venue:
- Deadline: [Insert Deadline]
- Book a suitable venue on campus or off-campus, considering capacity and facilities.

4. Arrange Event Decorations:
- Deadline: [Insert Deadline]
- Plan and acquire decorations that align with the chosen theme, including banners, balloons, table centerpieces, etc.

5. Organize Catering:
- Deadline: [Insert Deadline]
- Contact catering services to provide a variety of food options suitable for the event, including vegetarian and vegan choices.

6. Plan Entertainment and Activities:
- Deadline: [Insert Deadline]
- Arrange for live music, DJs, or a student band to perform. Consider interactive activities like photo booths, games, or dance competitions.

7. Design and Send Invitations:
- Deadline: [Insert Deadline]
- Create visually appealing invitations and distribute them to students, faculty, and staff via email, social media, and notice boards.

8. Coordinate Audiovisual Requirements:
- Deadline: [Insert Deadline]
- Ensure necessary audiovisual equipment, such as microphones, speakers, and projectors, are available and properly set up for speeches or presentations.

9. Arrange Transportation (if needed):
- Deadline: [Insert Deadline]
- If the venue is off-campus, organize transportation options for attendees, such as buses or shuttles.

10. Establish Event Timeline:
- Deadline: [Insert Deadline]
- Create a detailed schedule for the event, including arrival times, speeches, performances, and any other planned activities.

11. Recruit Event Volunteers:
- Deadline: [Insert Deadline]
- Seek volunteers to assist with event setup, registration, guiding attendees, and cleanup.

12. Prepare Event Signage:
- Deadline: [Insert Deadline]
- Create clear signage to direct attendees to the venue, parking areas, restrooms, and other important locations.

13. Confirm Event Details:
- Deadline: [Insert Deadline]
- Double-check all arrangements, including venue, catering, entertainment, and any other contracted services.

14. Conduct Event Rehearsal:
- Deadline: [Insert Deadline]
- Gather key event personnel for a rehearsal to ensure smooth execution of the program and address any last-minute concerns.

15. Execute the Welcome Party:
- Date: [Insert Event Date]
- Ensure all tasks are completed as planned, manage event flow, and address any unforeseen issues.

16. Follow-up and Thank You:
- Deadline: Within a week after the event
- Send thank-you notes or emails to attendees, volunteers, and vendors who contributed to the success of the welcome party.

Remember to adjust the deadlines and tasks based on the specific requirements and timeline of your university welcome party.

GPT

Event Planning Checklist: Essential Tasks

Created by

Luna

2159

96

Free

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Word: 26

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