Alpha Chi Omega Event Planning Checklist

Alpha Chi Omega Event Planning Checklist

This checklist is designed to assist chapter officers and event chairs in organizing successful, compliant, and memorable events. Use this document to track essential tasks, manage deadlines, and ensure all risk management protocols are met throughout the planning process.

1. Pre-Planning Phase (8–12 Weeks Out)

• Define event objectives, target audience, and desired outcomes.
• Establish a preliminary budget and obtain approval from the [Chapter Treasurer].
• Select a date and time that avoids conflicts with academic or national calendar events.
• Secure a venue and confirm capacity requirements.
• Submit a preliminary event proposal to the [Chapter Advisor/Risk Management Chair].

2. Logistics and Risk Management (4–8 Weeks Out)

• Review the [National Organization] Risk Management Policy for specific event requirements.
• Verify vendor insurance requirements and sign necessary contracts.
• Finalize the guest list and establish a registration or RSVP system.
• Coordinate catering, security, and transportation needs.
• Assign specific roles to chapter members (e.g., door monitor, sober monitors, check-in staff).

3. Marketing and Communication (2–4 Weeks Out)

• Distribute invitations or marketing materials via [Communication Platform].
• Confirm all vendor arrival times and point-of-contact information.
• Conduct a mandatory pre-event briefing for all chapter members involved in logistics.
• Finalize the event itinerary and share it with the [Executive Board].

4. Event Day Execution

• Conduct a final walkthrough of the venue to ensure safety compliance.
• Check-in attendees and verify identification as required by policy.
• Monitor event flow and ensure all risk management protocols are being followed.
• Manage vendor interactions and address any immediate concerns.

5. Post-Event Wrap-Up

• Complete the post-event evaluation form.
• Submit all final receipts and invoices to the [Chapter Treasurer].
• Send thank-you notes to vendors, advisors, and volunteers.
• Document lessons learned for future event chairs.

Pro Tips

• Start Early: Always allow for a buffer period in your timeline to account for unexpected vendor delays or policy review requirements.
• Communication is Key: Keep a shared digital folder for all contracts, receipts, and communication logs to ensure transparency with your executive board.
• Safety First: When in doubt, consult your chapter’s risk management chair immediately regarding any policy questions.

Template Document: Alpha Chi Omega Event Planning Checklist

• Purpose: This procedure establishes a standardized framework for planning and executing chapter events to ensure compliance with organizational policies and safety standards.
• Scope: This document covers all chapter members and officers involved in the coordination, financial management, and risk assessment of official chapter events.
• Document owner: [Chapter Executive Board]
• Effective date: [Date]
• Version: [Version number]
• Applies to: [Chapter Event Planning Process]

Roles and responsibilities

Procedure

1. Define the primary goals and target audience for the event to align with chapter objectives (Responsible: Event Chair).
2. Create a detailed budget proposal including all anticipated costs for [Currency Amount] or less (Responsible: Chapter Treasurer).
3. Reserve the selected venue and confirm that the capacity meets the requirements for [Number] attendees (Responsible: Event Chair).
4. Submit the formal risk management assessment form to the national office by [Date] (Responsible: Risk Manager).
5. Secure signed contracts from all third party vendors and verify their insurance documentation (Responsible: Social Chair).
6. Distribute invitations and event guidelines to all chapter members via [Communication Platform] (Responsible: Social Chair).
7. Conduct a final walkthrough of the venue to ensure all safety protocols are in place before [Time] (Responsible: Risk Manager).
8. Execute the event according to the planned schedule while monitoring for any safety or behavioral concerns (Responsible: Event Chair).
9. Collect all receipts and reconcile the final event expenses against the approved budget (Responsible: Chapter Treasurer).
10. Submit a post-event evaluation report detailing attendance and any incidents to the [Officer Title] (Responsible: Event Chair).

Records and revision

• Prepared by: [Full name]
• Reviewed by: [Full name]
• Date completed: [Date]
• Signature: ______________________
• Date signed: [Date]

FAQ

How far in advance should I start planning?

We recommend starting the planning process at least 8 to 12 weeks before the event date to ensure venue availability and compliance with national guidelines.

What should I do if a vendor does not have the required insurance?

You must contact your [Chapter Advisor] immediately. Events cannot proceed with vendors who do not meet the minimum insurance requirements set by the national organization.

How do I handle budget overages?

Any potential budget overages must be communicated to the [Chapter Treasurer] as soon as they are identified. Do not commit to additional expenses without prior written approval.

Who is responsible for documentation after the event?

The event chair is responsible for collecting all receipts, invoices, and the post-event evaluation form to be submitted to the executive board within one week following the event.