Planning Checklist

• Design Your Budget. More...
• Download the Event Proposal Budget form.
• Obtain Funding. More...
• Campus and student fee funding sources must approve budgets for event coordination positions, as well as hours worked by students holding such positions. More...
• The SOFO returns unspent dollars to campus funding sources. More...
• Don't spend money until you see the SOFO. More...

• Date. Choose exact day, date, and time of your event. More...
• Facility. Choose the best facility for the type of event you are producing. More...

• Know the terms of the contract and research the costs. More...
• See the SOFO for a contract information sheet. More...
• Are there special technical requirements you need in order to reserve the proper facility? More...
• Don't make verbal or written agreements on behalf of the university, or you could be held liable for payment. More...

• Airline reservations may be made through the SOFO. More...
• Lodging. Choose the hotel that will be easiest to transport guest(s) to and from. More...
• Ground Transportation. Will it be necessary?
• Guest Meals. Determine whether or not you will need to provide meals. Remember, many hotels provide a free continental breakfast and if meals are included with air travel, you don't need to provide them.
• Receptions. These are considered to be "official functions" by the state. More...

• Become familiar with the campus posting regulations. More...
• Research advertising costs. More...
• Allow plenty of lead-time to design the ads and posters and know the deadlines for ad placement. More...
• Acknowledge sponsors in your advertising and include funding source logos on the ads and posters as required. More...
• Posters and publications paid for with state funds and exceeding $500 in cost must be taken to university Printing and Copying Services (UPCS), Stadium Room 180, Gate 11 for evaluation and bidding. More...
• See the SOFO before placing ads so we can issue the proper purchasing paperwork. More...

• Determine equipment and supplies needed for the event. More...
• AV Equipment. Are operators needed? Does the facility provide this equipment or do you need to rent it? Must operators be paid? More...
• Long-Distance Calls. Do you need a long distance calling card for event coordination purposes? More...

• No food or consumable items may be brought into the UMC unless the UMC director makes exceptions. Also, if you are scheduling your event in a campus facility other than the UMC, be sure to confirm that food is allowed in the facility. More...
• If you are planning an event and food will be part of it, let UMC Catering assist you. More...

• Appoint a ticket manager from your group. More...
• Meet with a member of the SOFO staff regarding ticketing and cashbox procedures. More...
• Determine admission price. More...
• Determine ticket printing cost. More...
• Determine the date tickets will go on sale. More...
• Make door-sale arrangements. What are the facility requirements regarding security, set-up, and cash boxes? More...
• Confirm cashbox arrangements with the SOFO no later than one week before the event. More...

• Determine items to be sold—tee shirts, posters, tapes, programs, and/or books (book sales in the UMC require Book Center and SOFO approval. More...
• Determine how you will pay for the items. More...
• Licensing for your items may be required. Literature regarding the licensing program is available at the SOFO, or call the Licensing office at 303-492-6414. More...
• Sales tax of applies to all sales, unless your group can prove that it paid sales tax when purchasing the items. Independent student groups may not use the CU tax identification number or tax-exempt status. More...
• See the SOFO to fill out a vendor contract or to arrange for groups-own sales. More...
• Determine who will do the selling. More...

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