Event Planning Checklist
Planning an event is no easy task. You have plenty to balance between creating a program that meets the goals and objectives set before you and providing for an interesting and entertaining experience. And, if you’re like most, event planning is something you do while balancing the daily demands of other work tasks and your personal life.
To assist you along the way, Events and Hospitality at the University of Maine has developed a pre-planning event checklist to make sure all the “to do’s” get taken care of. While it may not be everything you want to consider, we hope this list provides you with the guidance you need to make sure your event at the University of Maine is a success.
The team at Events and Hospitality at the University of Maine looks forward to serving your conference, special event, spiritual gathering and more. As the office tasked by the University to work with external groups, we are passionate about welcoming groups and visitors to experience all we have to offer.
When you book an event at the University of Maine, you will be introduced to your event manager. It is their job to understand the specific goals of your gathering and develop a plan to achieve these goals. We know our spaces and places inside and out and are committed to guiding you to the venues, technology, accommodations and menus that will be sure to deliver a successful event.
We look forward to making your event at the University of Maine meaningful and memorable not only for the attendees, but for you, the planner.
Your Event Planning Checklist
IMMEDIATE
- Return Signed Contract
- Send Certificate of Insurance – No less than 90 Days in advance or immediately upon contracting
- Submit Proof of Tax Exemption (if applicable)
- Provide Chartfields to be billed (if applicable)
- Establish Online Registration Portal (if contracted)
- Schedule Event Budget Services Discovery Meeting (if contracted)
- Schedule Marketing Services Discovery Meeting (if contracted)
120 DAYS TO EVENT
- Launch Online Registration Portal (if contracted)
- Determine Procurement Needs and Place Order (if contracted)
45 DAYS TO EVENT
- Provide Printing Requisition – 45 Day Minimum for Large Projects (I.e. posters, abstracts, banners, etc.)
- Secure Special Order Table Linens
- Provide Preliminary Meeting Room Reservations, Setups and Technology Needs
- Provide List of Requested Directional Signs
- Provide Parking Lot Closure Requests
- Provide Hybrid Meeting Needs to Secure Zoom Kits
30 DAYS TO EVENT
- Submit Final Menu Selection
- Submit Estimated Meal Guarantee
- Secure Liquor License for Each Separate Event
- Provide Pre-Camp COVID-19 Protocol Forms
- Submit Final Meeting Room Reservations, Setups and Technology Needs
- Easels, Pads, Markers, etc.
- Podium, Microphones, Projectors, Screens, Zoom, IT attendants, etc
- Secure Public Safety (as required or requested)
- Secure Small Print Jobs including Nametags
14 DAYS TO EVENT
- Submit Final Meal Guarantee Number – any additional numbers added after 14 days are subject to late fees
- Submit Final Housing Roster (if applicable) – any additional numbers added after 14 days are subject to late fees
- Finalize Meeting Room Seating Numbers
- Supply Registered Attendees with:
- Parking Permit
- Driving Instructions
- Wi-Fi Instructions
- Event Space Emergency Plan
5 – 10 DAYS POST-EVENT
- Secure Dates for Future Event(s)
- Schedule Event Wrap-Up
- Review Final Invoice
- Remit Full Payment for Invoice
Destination Events With Us
What does a “destination event” mean? A destination event is a conference, symposium, workshop, meeting, or event of some kind organized by a UMaine employee in collaboration with UMaine Events & Hospitality but held at an offsite location – in Maine or anywhere in the world. Our experienced team assists you with budgeting for the event, processing revenues and expenses, including sponsorships, providing online registration, processing vendor contracts with UMaine’s Procurement Services for things like the hotel, catering, and technology, and makes sure your event goes smoothly throughout. The Events & Hospitality office can also help prepare budget estimates, provide event specifications, and respond to Requests for Proposals (RFPs), grants, or any submission where a conference or research event might be necessary.
From Portland, Maine to Portland, Oregon and beyond, we’ve got you covered.
Past events include:
- Potato Association of America, Portland, Maine, 2015
- International Conference on Fish & Shellfish Immunology, Portland, Maine, 2016
- International Conference and Workshop on Lobster Biology & Management, Portland, Maine, 2017
- Council on Forest Engineering, Bangor, Maine, 2017
- Local Catch Seafood Summit, Portland, OR, 2019
- Council on Forest Engineering, Bangor, Maine, 2022
- National Aquaculture Extension Conference, Portland, Maine, 2022
- NEED/NERA Extension Conference, Portland, Maine 2022
- American Floating Offshore Wind Summit, Portland, Maine, 2022
- Local Catch Seafood Summit, Gridwood, Alaska, 2022
- Biomedical Research Symposium, Portland, Maine 2022
We take care of all the program logistics, both up front and onsite, so you can focus on the event content, be an active host, and share your knowledge, research, and expertise with the world.
With more than 45 years of experience, our staff’s in-depth understanding of what it takes to prepare competitive proposals, write for grants, and execute successful (and fun) events, symposiums and conferences will set you apart and provide you with peace of mind.
We are ready for your event.
