Before submitting your event, please review this checklist to help you think through key event details. This thoughtful preparation enables CES to deliver the best possible support and ensures your event comes together smoothly and successfully.
Event Purpose, Audience, and Goals
Event planners should think about:
- What is the purpose of the event? (meeting, celebration, training, student program, conference?)
- Who is the primary audience? (students, faculty, staff, external guests)
- Will minors be present? (If yes → Minors on Campus compliance requirements)
- Will dignitaries be in attendance?
- What is the expected attendance?
- Is registration or RSVP tracking needed?
- Are any accessibility accommodations required (ASL interpreter, wheelchair access, seating, dietary needs)?
Room Setup and Furniture Needs
Event planners should think about:
- Preferred layout (lecture, banquet, classroom, U-shape, reception, etc.)
- Determine the number of tables and chairs needed
- Consider special items (stage pieces, podiums, coat racks, registration tables, etc.).
- Submit setup requests at least two weeks before the event
- Request a visual room diagram (recommended for large or detailed setups)
Catering and Food-Service Planning
Event planners should think about:
- Determine whether food/beverage service is needed
- Consider dietary accommodations (vegan, gluten-free, allergies, etc.)
- Review décor, linens, table numbers, etc. with Dining Services
- Confirm linen fees — linens are not automatically provided
- If serving alcohol, you’ll be required to:
- Obtain Alcohol Permit
- Submit College Alcohol Permit (CAP)
- Hire bartenders through Dining Services
- Confirm compliance for underage attendees
Technology, AV, and Event Services
Event planners should think about:
- Identify AV needs (microphones, speakers, projector, hybrid tech)
- Submit AV request early to ensure availability
- Identify any external vendors for staging, lighting, or production
- Ensure vendors comply with TCNJ access and setup policies
- Confirm Wi-Fi support needs (guest access, special equipment)
Additional Campus Services
Event planners should think about:
- Determine if Campus Police presence or support is needed
- Identify custodial/building services needed (trash removal, room reset, cleaning)
- Outdoor Event Considerations:
- Grass cutting request
- Tent order details
- Mark out for tent stakes
Marketing, Communications, and Promotion
Event planners should think about:
- Will the event be promoted? If yes:
- Create flyers, email announcements, and website postings
- Include event location, time, and accessibility details
- If capacity is limited, include RSVP/registration information
Budget, Fees, and Rentals
Event planners should think about:
- Identify any equipment rental fees
- Confirm department budget allocations
- Review potential overtime or staffing charges
- Confirm payment requirements for external vendors