Event Logistics

  • See Checklist for Planning Major Events (Word doc)

    Included under logistics would be the need for:

    • United States, IUP, and Pennsylvania State flags
    • Gifts for speakers/attendees
    • Schedules, agendas, scripts and other information needed by speakers as well as participants (Remember that you are aware of what you are trying to accomplish, but your speakers and participants may not be clear on this. Put yourself in their shoes.)
    • Guest accommodations, including travel, hotel, car rental, and guest’s downtime while visiting with us
    • Reserve parking for speakers, special guests, and participants
    • Need for stage, podium, flowers, and flags
    • Proper ratio of staff to the event itself (remember greeters, registration table, and gophers)
    • Set-up time for both facilities (work orders need to be done as soon as possible) and Aramark (if food is involved)
    • Remember the season; do you need coat racks/hangers for your guests?
    • Alert Campus Police to your event as soon as you have the details.
    • Trolley or bus service
    • Seating charts
    • Audio-visual equipment that might be needed by speakers
    • Signage for your event