Event Planning Checklist

This event planning checklist will assist you in planning a successful event. It may not have all of the specifics that your event requires, so brainstorming prior to starting your event preparation is essential. Conference & Event Services is here to assist you in the planning process.

Preliminary Planning

• Set dates and times, avoiding holidays and other major campus events. Check the following to help avoid conflict:
  • Cornell academic calendar
  • Cornell holiday schedule
  • Cornell events calendar 
• Outline conference program, including time for social networking events.  
• Develop a promotion plan in line with Cornell's name and logo use policies.     
• Select an appropriate theme and integrate it creatively throughout the event.  
• Be aware of campus event guidelines.      
• Determine if you will need additional insurance coverage; contact Risk Management with questions.
• If guests are minors, contact Risk Management and complete all required items.   
• Determine any contract needs for speakers or performers that may need Risk Management guidance or Cornell contracts assistance.      
• Ensure all vendors are Cornell approved.  
• Determine payment methods for the event invoices and guest fees.  
• Determine insurance needs and who is providing the insurance.
  • Please note: certificates must be submitted prior to the event.                          

Budget

• Determine who is paying for which portions (i.e., lodging, food, promotional items)                  
• Identify income sources, including registration fees and sponsorships                             
• Establish fee structure and attendee benefits                            
• Prepare for paying some expenses up-front, including venue deposits                            
• Review catering proposals for inclusiveness of tax, gratuity, linen, centerpieces, staffing, alcohol, and rented equipment                       

Materials

• Create printed program in line with Cornell name and logo use policies                         
• Develop informational website
• Select promotional giveaways or swag bag items
• Coordinate nametags, welcome folders, temporary Cornell ID cards, or other event-related materials               
• Determine attendee promotional items distribution timing   

Registration

• Determine registration process, in-person or online, and information to collect
  • Include dietary restrictions and adaptive needs                     
• Identify online registration software platform
• Establish deadlines and late fees                      
• Include suggestions for local pre- and post-conference on-your-own activities                             
• Determine in-person conference check-in staffing needs                                             

Lodging

• On-campus housing is available in the SUMMER ONLY
• Contract for on- and off-campus housing, considering cost, amenities, and location     
• Create hotel blocks for off-campus housing
  • Determine the total number of guests for on-campus vs. off-campus housing if applicable
• Anticipate special housing needs and confirm your lodging options will accommodate them (i.e., one person to bathroom, ADA needs, etc.)
• Determine desired on-campus housing housekeeping level                  

Dining

• Determine dining type and location
  • On-campus dining halls/eateries
  • Off-campus venues
  • Catered
  • On own
• Select meal types
  • Breakfast
  • Brunches/lunches
  • Morning and afternoon breaks
  • Receptions
  • Dinners
  • Late-night socials
• Consider catered meal options
  • Buffet
  • Served
  • Boxed meals
  • Drop off only             
• Consider dietary restrictions when menu planning
• Certain campus venues require exclusive caterers; be aware of how this may affect your selection
• Determine attendee meal plan payment options for on-campus dining halls and eateries

Meeting and Event Spaces

• Reserve venues for meetings, receptions, dining, and other events

• Inspect venue to ensure it meets your needs and identify wayfinding needs                 
• Ensure flexibility of physical space and sufficient staffing during your events; consider accessible meeting guidelines                   
• Coordinate tables, tents, chairs, lighting, audio-visual needs, podium and staging, or portable toilets as needed for event/meeting space                            
• Determine support for event speaker audio-visual, technology, and space needs                      
• Determine set up logistics and if fees are incurred                    
• Confirm if client or venue staff will provide cleaning support prior to, during, or after the event
• Access to the space
  • Vendor access – when, how?
  • Caterer access – when, how?                                                        

Transportation and Parking

• Arrange transportation, including charter service, bus, and parking                   

• Plan off-campus excursions
  • University approval for payment purposes or privately funded?
  • Advanced booking recommended                   
• Parking payment: attendee paid or Masterbilled?
• Coordinate special parking or Masterbilled parking with Cornell Transportation Services                         
• Determine guest transport from lodging to programming venue
• Confirm airport to lodging guest transportation
  • Public transit (TCAT, Uber, Lyft, taxi)
• Pre-arranged shuttle service