Event Execution and Wrap-Up Checklists

Submit Your Space Reservation (Book-It!)

• Submit your space request in Book-It @ TCNJ
• Include event date, start/end time, setup time, and cleanup time
• Provide a detailed event description for CES review
• Record your reservation number
• Monitor your email for CES follow-up

Event Confirmation

• Review all details with your CES Coordinator
• Confirm catering numbers, room setup, AV, and special services
• Share final information with partners and stakeholders
• Confirm timelines with external vendors
• Confirm rain plan or backup location if outdoors

During the Event Checklist

• Greet guests as they arrive
• Ensure speakers, presenters, or performers have what they need
• Monitor AV and adjust if needed
• Monitor catering to refill or replenish if appropriate
• Ensure compliance with alcohol service policies (if applicable)
• Check cleanliness throughout the event
• Manage the schedule (timing, program flow, transitions)
• Maintain communication with CES, AV, or vendors for any urgent needs
• Troubleshooting Readiness:
  • Have contact info for your CES Coordinator
  • Have vendor contacts on hand

Post-Event Checklist

Clean-Up and Restoration

• Remove decorations, signage, and personal items
• Return furniture to original placement (unless CES is resetting)
• Confirm rental equipment pickup (if necessary)
• Ensure space is clean

Post-Event Communication

• Thank the volunteers, presenters, and partners
• Notify CES of any issues or damages
• Provide feedback to CES if appropriate
• Send follow-up messages or surveys to participants (optional)

Event Review and Documentation

• Evaluate what worked well and what could improve
• Document vendor performance for future reference
• Save all planning notes for next year’s event