The Office of Campus Events, in conjunction with our service providers, has developed the following event planning checklist. It is meant to be a helpful guide for planning campus events and for adding services to EMS reservations but does not necessarily address all considerations. When adding any of the services listed below to EMS, be sure to include an account number and a diagram (if applicable). Please do not contact service providers directly in lieu of utilizing EMS. Services must be added to EMS at least 5 working days in advance of weekday events and a minimum of 10 working days before weekend events. Contact the Office of Campus Events at events@kenyon.edu with any questions and for assistance with EMS or planning/logistics.

Logistics

• Location (confirmed space reservation)
• Date (keep in mind holidays and breaks)
• Set-Up Time (Start & End)
• Program Start Time
• Program End Time
• Tear-down Time (Start & End)
• Set-Up Diagram
• EMS Reservation with Services & Account Number
• Master Events Calendar Listing (if applicable)
• Kenyon Events Calendar Listing (if applicable)

Furniture & Other Items

• Coat Racks
• Fencing
• Folding Chairs
• Pipe and Drape
• Podium (does not have mic/sound)
• Presidential Seal for Podium (if president is speaking)
• Recycling Containers
• Tables: 60” Rounds
• Tables: 8’ Rectangles
• Trash Cans
• White Board(s)

Catering

• Contract with AVI or third party (depending on space)
• Linens
• Liquor License (if applicable)
• Staging Tables (8’ Rectangles)
• Staging Trash Cans

Audio/Visual

• Livestreaming/Recording
• Microphone(s) (handheld/lavalier/podium mount)
• On-Site Technician
• Projection Screen/Monitor
• Sound System

Miscellaneous Items

• CART Services (closed captioning)
• Custodial Services (requires work order)
• Electricity (extension cords, generator, etc.)
• Grounds Services (requires work order)
• Security
• Stage
• Trash Removal

Additional Considerations

• Event Promotion
• Parking
• Rain Site (if applicable)
• Room Capacity by Set-Up Type (found in EMS)
• Signage
• Green Room 
• Riders/Instructions (green room, tech, etc.)
• Tent Permits (if applicable)