Missouri State University-West Plains
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Event Planning Checklist

For internal use by Missouri State-West Plains Faculty, Staff and Student Organizations

When planning an event at Missouri State University-West Plains, there are several steps a person or organization should take to maximize the event’s success. This checklist covers pre-planning, planning and publicity for events.

Pre-Planning

  • Review the University’s master calendar.
    • Try not to schedule your event at the same time as another event that might involve the same potential audience.
    • Try not to schedule public events on major religious holidays.
  • Do not take any additional action until you have reserved space for your event.

To Schedule a Facility

  • Anyone requesting to use University classroom facilities should contact the academic affairs administrative assistant II to reserve classrooms and the student services administrative assistant to reserve the Lybyer T208 conference room.
  • Anyone requesting to use the Student Recreation Center should contact the coordinator of student life and development.
  • Anyone requesting to use a non-classroom facility (other than the Student Recreation Center), including outside space on campus, should contact the director of business and support services.
  • Anyone requesting to use the West Plains Civic Center for a University event should contact director of University/community programs.

For All Internal Events

  • Submit event to the master calendar.
  • Contact the director of information technology services regarding any technology needs.
  • Contact the superintendent of physical plant regarding any set-up needs, including podium, chairs, etc.
  • If the request is student-oriented, a faculty/staff advisor must be present at the event.
  • If the event involves individuals other than Missouri State-West Plains faculty, staff or students, notify the office of admissions prior to the event.

Publicizing Your Event

  • Define your target audience.
  • Decide how you will notify them of your event.

Five to six weeks before the event

(Select from the following as appropriate)

  • Save the Date card. Send a Save the Date card for major events during busy time periods.
  • Mailing. Send invitations, postcards or flyers to target audiences.
  • Post Flyers. Develop flyer and post on campus and in the community. Some community locations to post the flyer include West Plains Chamber of Commerce, West Plains Public Library and local businesses.
  • Advertising. Contact the director of University communications if advertising is needed for the event.
  • News Release. Contact the public relations specialist in the University communications office to develop a news release to be sent to area newspapers and radio stations.
  • Radio Interview. Contact the director of University communications to arrange for a radio interview concerning your event at one of the local stations.
  • Banners and Posters. Contact the graphic designer in the University communications office to arrange for a banner and/or posters to be developed that you could place on campus or other locations to promote your event.

Three weeks before the event

(Select from the following as appropriate)

  • Take Note. Send information to the public relations specialist in the University communications office to be placed in Take Note email to all Faculty and Staff. Deadline is Friday at noon for Monday’s Take Note.
  • Student Bulletin and Stall Study. Send information to coordinator of student life and development to be sent to students via email and posted on Stall Study.
  • Digital Signage. Submit content to WPCampusMedia@MissouriState.edu at least seven (7) business days prior to the first date the content is to be displayed on the digital signage system.
  • Chamber Email. Contact the director of University communications to have your information submitted to the West Plains Chamber of Commerce email list.
  • Civic Organizations. Have event announced at local civic organization meetings (Chamber of Commerce/Rotary/Lions Club/Kiwanis/Optimist). The director of University communications can provide contact information.

During an event

  • Photos/Video. Take photographs or video, as appropriate.

After an event

(Select from the following as appropriate)

  • News Release. Contact the public relations specialist in the University communications office to develop a post-event news release to be sent to area newspapers and radio stations. If possible, include an event photo.
  • Radio Interview. Contact the director of University communications to arrange for a radio interview discussing what took place at your event.
  • Thank-Yous. Send thank-you notes to off-campus volunteers, donors, speakers, etc. with newspaper clipping and/or photo, if available. A hand-written note is always best, if possible.

Revised 11/12/2012, rev

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