Event Planning Checklist
Be sure to read the Planning Tips
- Request speaker from ARI. In some cases you may find a speaker on your own but still contact ARI to let them know your plans) - Available speakers + ARI contact info (Eight to ten weeks in advance)
- Once speaker is scheduled, reserve room; let ARI know the room as soon as you do. (Six weeks in advance)
- Prepare a budget (download sample) and apply for funding from your student government or university. (Six weeks in advance)
- Start working on publicity (publicity tips) (Six weeks in advance)
- Have ARI make airfare and hotel arrangements; tell them what paperwork you will need for reimbursement. (Six weeks in advance)
- Order the necessary flyers, pamphlets, and additional materials needed from ARI two weeks in advance - especially any material relevant to the talk (Four weeks in advance)
- Schedule and price audiovisual equipment, if necessary. (Three weeks in advance)
- Arrange for campus security, if necessary. (Three weeks in advance)
- Figure out food arrangements and who will take care of them, pricing, etc. (Three weeks in advance)
- Arrange for club member or local Objectivist to transport speaker to and from the airport, hotel, and the event location. This person should get the speaker's contact information from ARI for the day of the event. Possibly arrange dinner with speaker before or after. (Three weeks in advance)
- Arrange for someone to record lectures for ARI (highly optional, only if you have the necessary time and people) (Two weeks in advance)
- Arrange for people to arrive early to set up and stay late to clean up; assign specific day-of-event tasks (Two weeks in advance)
- Make list of stuff to bring the day of the event (view sample list) (One week in advance)
- Make a list of helpers you need for the day of the event (view sample helper list) (One week in advance)
These recommendations are based on material provided by Maria McRaven.