Event Toolkit - University of Florida Alumni Association

This is a general event planning checklist, especially helpful for lifelong learning or professional development activities. Not every task applies to every event and use this as a best-practice baseline and adjust to your team’s reality.

Three to Four Months Prior to Event

Tasks

Determine funding, budget, and timeline.
Identify, invite, and confirm speakers.
To secure UF faculty, coaches, or other campus partners, clubs and groups must work with their UFAA Staff Liaison. Your liaison is the primary contact for facilitating all campus partnership requests.
Determine and reserve a venue; confirm A/V capabilities meet requirements.
Ask if the venue requires a contract for space or catering. If yes, the contract must be routed to and signed by UF Procurement Services. Send it to your UFAA staff liaison as soon as possible. Per policy, volunteers may not sign contracts.
Begin developing agendas, print materials, and presentations.
If targeting senior-level attendees, send a Save-the-Date about ninety days out to get on calendars.

Two Months Prior

Tasks

Confirm expense and payment arrangements.
Draft the program agenda.
Contact vendors (tents, stages, podiums, chairs, tables, and similar needs).
Send Save-the-Date via email and/or social at least six weeks before the event.
Post the Save-the-Date on the UFAA Gator Club & Affiliate Group Microsite; expand event details over time.

One Month Prior

Tasks

Post event details to the site and social channels.

Using the “Add Event” feature on the UFAA Microsite pulls your event into the public calendar and the Alumni Association website, which is great for reaching traveling Gators.

Create a registration page on the Microsite if collecting RSVPs or fees.
Send email marketing via the Microsite and any additional lists.
Finalize the program and agenda; send invitations.

Two to Three Weeks Prior

Tasks

Contact speakers to discuss presentations and support needs.
Review event-day staffing; confirm duties and responsibilities.
Reconfirm A/V with the venue.
Confirm arrangements with vendors and venue.
If needed, coordinate expense payment workflow with your UFAA staff liaison.

One Week Prior

Tasks

Reconfirm all arrangements with caterer, venue, and vendors.
Print programs, agendas, fliers, name badges, seating charts, place cards, and similar items.
Print guest sign-in sheets (prefer the official UFAA template) if not checking in from a list.
Verify venue details, A/V, and room layout; send instructions.
Assemble materials for distribution.
Assign volunteer shifts (set-up, during, and take-down).

Day Before Event

Tasks

Ensure all materials are prepared, printed, and packed.
Print the guest list and/or finalize registration process materials.

Day of Event

Tasks

Arrive early and verify setup; confirm A/V is present and working.
Ensure decor and food are set.
Check microphones, projectors, audio, and computer connections.
Prepare registration: sign-in sheets, name tags, supplies, and materials.
Retain itemized and signed receipts for UFAA post-event reconciliation.
Recognize volunteers during and after the activity, and celebrate the team.

After Event (1–5 Days After)

Tasks

Ensure all vendor and venue payments are complete. Reconcile financials with your UFAA staff liaison, and send itemized and signed receipts and attendance. If in a spreadsheet, send as Excel (not PDF) when possible.
Request your event stipend per your Club Level designation (per handbook). Stipends are processed after the event; do not request beforehand.
Send thank-you notes to speakers and volunteers (ask your liaison for UFAA-branded notes if needed).
Complete the brief post-event survey sent to the designated coordinator.

Canceling an Event

If a planning-stage activity must be canceled or postponed, promptly notify any speakers or venue hosts you contacted. Clear communication is courteous and preserves relationships for future opportunities.