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 Time | Why? |
|---|---|---|
| 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 event with alcohol)
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