Event Registration Timeline, Checklist, and Forms

  • Event Registration Timeline

    Early planning is the key to a smooth approval process. Review the required lead times below to ensure your organization has plenty of time to prepare. For a sample event planning checklist, scroll down!

    Event Type Minimum Registration Lead Why?
    Events with Minors 4 Weeks Verification of training completion; risk management
    Standard meeting or low-risk event 1 Week Event registration approval
    Tabling / Marketing event 1 Week Material review & approval
    Event with a Guest Speaker 4 Weeks Multi-office review & security planning
    Event with a Contract 4 Weeks Review by Office of Legal Affairs and signature of VPSA
    Event with Alcohol 3 Weeks (21 Days) Risk Management meeting, venue contract, etc. Requires additional time if not using an MSA-approved vendor
    Domestic Travel 3 Weeks Risk management plan; travel booking
    International Travel 6-8 Weeks Coordination with Global & Intercultural Affairs; risk management and travel booking
    5K Scheduling begins April 1 / November 1 Route reservation; coordination with Public Safety
    Events with Minors 4 Weeks Verification of training completion; risk management

  • Sample Event Planning Checklist

    6-8 Weeks Prior to Event

    • Define event goal, target audience, format
    • Identify date, time, and required space
    • Estimate budget and identify funding source

    4-6 Weeks Prior to Event

    • Reserve space (25Live or specific venue)
    • Register event in 1850 - especially if:
    • If contracts involved: contact CSI to start review
    • If alcohol involved: confirm EMT completion, start Risk Management Plan
    • If guest speaker: submit speaker approval request
    • If minors involved: confirm all involved members have current minors training
    • Submit imprinting requests for swag

    2-4 Weeks Prior to Event

    • Submit financial requests for purchases
    • Order catering (10 business days for meals/receptions, 5 for small deliveries)
    • Confirm transportation if traveling
    • Begin promotion (submit flyers for CSI approval)

    1 Week Prior to Event

    • Confirm RSVPs, finalize headcount
    • Confirm setup (tables, AV, signage)
    • Walk through emergency procedures with team
    • Risk Management Meeting (if required)

    Day of Event

    • Designate event monitors
    • Check in attendees in 1850
    • Document anything unusual

    Post-Event

    • Post-event review / debrief
    • Submit any reimbursements (avoid if possible!)
    • Update event records in 1850
     

  • Event Registration Form

    Any officer of an organization can submit an event registration form in 1850.  All meetings, activities, and events must be registered and approved by CSI.

    • Log into 1850.
    • Click "Groups" in the navigation bar, and click into your organization.
    • As an officer, you should have access to the "Events" tab.  If you do not, please have another officer designate you as an officer in your 1850.
    • On the "Events" page, click "Create Event"
    • The event registration form is 3 pages; "Event Template," "Edit Event," and "Approval Form."  All three pages must be completed for review.