Event planning checklist

One question that comes up a lot is: which committee is responsible for ___ ? Basically if a committee is planning an event, then that committee is responsible for everything about that event. Here are some considerations:

• Getting the word out: Please get your event on the meeting calendar via the web site. That will theoretically get it in the next newsletter automatically, but it wouldn't hurt to also contact the newsletter editor to get it listed. Handouts and bulletin board notices work to some degree, but not as well as the newsletter. Giving announcements in meeting is a good way to remind people, but should not be used to give out details, because people won't remember the details at that time.
  
• Childcare: You can ask the children's committee if they have someone who can do childcare for you, and make sure you know the policies. The children's committee is not under any obligation to provide childcare for events.
  
• Setting up: Get the key from the scheduler. If you find that another event is scheduled for the same time, the one that is on the meeting calendar has priority. The meeting scheduler also has instructions for operating the heating and cooling.
  
• Refreshments: Please check with the hospitality committee on the situation for coffee and tea. They have no obligation to provide the refreshments, but will help you get it done.
  
• Cleanup: Please see the cleanup checklist.
  

Important documents:

•  Who-what-where - List of who is on which committees
• Calendar and scheduling
• Cleanup checklist