Resources & Templates for Internal Event Planners

Based on Experience Starpower Awards

Use the sample 5Star requests, example timelines and checklists, and other resources to plan your event down to the minute and ensure you cross every ‘t’ and dot every ‘i’.

Resources and Templates

Use the below templates and sample 5Star requests as a guide for your next event. They are based off of a fictional College event.

Marketing Example 5Star Request
Public Relations 5Star Request
Print Services Example 5Star Request
Event Timeline
Event Organization Checklist
Event Run of Show
Trustees/Leadership Reserved Seating Signs:
College PowerPoint Template

Know Before You Go

You've confirmed your event, here's everything you need to know and communicate to your event attendees.

Downtown Campus West Campus

Resources & Templates for Internal Event Planners

Resources and Templates
Know Before You Go

	Conference Services	Internal Event Planner	Timeline	Notes
Determines event budget and funding		X	3+ months before event date
Contacts Conference Services to check date, time and location availability		X	1-3 months+ before event date
Submits event request in 25 Live	X		1-3 months+ before event date
Site tour of event space, as needed	X	X	1-3 months+ before event date
Discuss event logistics	X	X	1-3 months+ before event date	Ongoing as needed via in person meeting, WebEx meeting, email, etc. Logistics include but aren't limited to set up, AV, facilities, accomodations, catering, etc.
Send catering menu to Conference Services		X	1 month+ before event date	Menu is finalized once it's received. Please be sure to send dietary restrictions, as known. Catering isn't secure until a menu is submitted and accepted by the vendor.
Submit marketing request, including registration form, as needed		X	1 month+ before event date	https://www.lcc.edu/marketing/index.html
Submit public relations request		X	1 month+ before event date	https://5starservicecenter.lcc.edu/TDClient/41/Portal/Requests/ServiceDet?ID=154
Submit Board of Trustee attendance, as needed		X	1 month+ before event date	https://lcc1957.wufoo.com/forms/invite-the-trustees-to-an-event/
Submit request for online streaming, recording and photography, as needed	X		1 month+ before event date
Submit special accomodations requests, as needed	X		1 month+ before event date	ASL interpreter, captionist, etc.
Submits print services request for programs		X	2 weeks+ before event date
Submit facilities requests	X		2 weeks+ before event date	https://5starservicecenter.lcc.edu/TDClient/41/Portal/Requests/ServiceDet?ID=62
Submit AV requests	X		2 weeks+ before event date
Submit moving services requests	X		2 weeks+ before event date
Submits LCC Police Department requests for parking, door unlocking and locking, etc.	X		2 weeks+ before event date
Submits media services request for digital directional signage wayfinding	X		2 weeks+ before event date
Submits print services request for printed directional signage for wayfinding	X		2 weeks+ before event date
Send final catering count and dietary restrictions to Conference Services		X	By noon 1 week before event date
Final changes to all logistics	X		72 hours before event date
Sends run of show, images and presentation to Conference Services		X	72 hours before event date
Set up complete and event planner able to access event space	X	X	1 hour before event time
Set up all items brought into the room for event from event planner (materials)		X	1 hour before event time
AV techs onsite and ready for run thru	X	X	1 hour before event time
Onsite during event	X	X	Entire event
Clean up all items brought into the room for the event from event planner (materials)		X	1 hour after event
Post event wrap up meeting, as needed	X	X	1 week after event	This is important for annual events to note the changes needed for next year

Experience Starpower Awards Showcase
Friday, April 28, 2023
12-2pm
Michigan Room

	Conference Services	Internal Event Planner	Timeline	Notes
Determines event budget and funding		X	1/15/23	Met with ELT and determined budget of $5500. Funded through HR budget.
Contacts Conference Services to check date, time and location availability		X	1/30/23	Emailed on 1/30 and requested the Michigan Room on 4/28 from 11am-2pm
Submits event request in 25 Live	X		1/30/23	Event confirmed.
Site tour of event space, as needed	X	X	2/15/23
Discuss event logistics	X	X	2/15/2023-4/14/2023
Send catering menu to Conference Services		X	3/28/23
Submit marketing request, including registration form, as needed		X	3/15/23	https://www.lcc.edu/marketing/index.html
Submit public relations request		X	3/15/23	https://5starservicecenter.lcc.edu/TDClient/41/Portal/Requests/ServiceDet?ID=154
Submit Board of Trustee attendance, as needed		X	3/15/23	https://lcc1957.wufoo.com/forms/invite-the-trustees-to-an-event/
Submit request for online streaming, recording and photography, as needed	X		3/28/23
Submit special accomodations requests, as needed	X		3/28/23	2 ASL interpreters requested on 3/28. Confirmed on 4/10.
Submits print services request for programs		X	4/14/23	Proof coming from marketing on 4/12.
Submit facilities requests	X		4/14/23
Submit AV requests	X		4/14/23
Submit moving services requests	X		4/14/23
Submits LCC Police Department requests for parking, door unlocking and locking, etc.	X		4/14/23	Community members without star cards are attending, make sure the doors are unlocked.
Submits media services request for digital directional signage wayfinding	X		4/14/23	No needed, using digital signage only.
Submits print services request for printed directional signage for wayfinding	X		4/14/23
Send final catering count and dietary restrictions to Conference Services		X	12pm on 4/21/2023	2 vegan, 4 gluten free, 1 tree nut allergy. Update final count from 150 to 140.
Final changes to all logistics	X		4/25/23	Added on table stanchions to moving service's request.
Sends run of show, images and presentation to Conference Services		X	4/25/23
Set up complete and event planner able to access event space	X	X	11am on 4/28/2023
Set up all items brought into the room for event from event planner (materials)		X	11am on 4/28/2023
AV techs onsite and ready for run thru	X	X	11am on 4/28/2023	Experience Starpower team meet for run of show run through.
Onsite during event	X	X	Entire event
Clean up all items brought into the room for the event from event planner (materials)		X	3pm on 4/28/2023	Experience Starpower team responsible for clearing tables with centerpieces and award boxes, etc.
Post event wrap up meeting, as needed	X	X	5/5/23	Notes from meeting- have lunch ready to be served at 11:15am, not 11:30am.

Experience Starpower Awards Showcase
Friday, April 28, 2023
12-2pm
Michigan Room

Time	Activity	Who	AV Notes	General Notes
11am	Arrive for AV run through	Experience Starpower Committee, AV team	Run through of slides, double check streaming to Experience Starpower webpage
11:30am	Caterer arrives to set up	Morton's Fine Catering		Setting up in conference center prefunction space
12pm	Guests arrive		Have photo slideshow playing on 2 LED walls and smooth jazz music playing as people eat until ceremony begins
12-1pm	Lunch is served
1pm	Program begins		Switch to powerpoint presentation emailed to conference services on 4/21
1-1:05pm	Welcoming remarks	Dr. Robinson	Welcome slide
1:05-1:10pm	Explaination of awards	Trustee Mathews	Awards slide
1:10-1:15pm	Shooting Star Award presentation	Dean Miller	Shooting Star Award slide	Winner can speak for up to 1 minute. When done, they will exit stage left and proceed to prefunction space to have picture taken.
1:15-1:20pm	Rockstar Award presentation	Dean Berger	Rockstar Award slide	Winner can speak for up to 1 minute. When done, they will exit stage left and proceed to prefunction space to have picture taken.
1:20-1:25pm	Rising Star Award presentation	Dean Wilhm	Rising Star Award slide	Winner can speak for up to 1 minute. When done, they will exit stage left and proceed to prefunction space to have picture taken.
1:25-1:30pm	Aurora Award presentation	Chris MacKersie	Aurora Award slide	Winner can speak for up to 1 minute. When done, they will exit stage left and proceed to prefunction space to have picture taken.
1:30-1:35pm	Superstar Award presentation	Bo Garcia	Superstar Award slide	Winner can speak for up to 1 minute. When done, they will exit stage left and proceed to prefunction space to have picture taken.
1:35-1:40pm	Galaxy Award presentation	Dr. Glasscoe	Galaxy Award slide	Winner can speak for up to 1 minute. When done, they will exit stage left and proceed to prefunction space to have picture taken.
1:40-1:45pm	Stellar Award presentation	Matt Fall	Stellar Award slide	Winner can speak for up to 1 minute. When done, they will exit stage left and proceed to prefunction space to have picture taken.
1:45-1:50pm	Provost's Award presentation	Dr. Welch	Provost's Award slide	Winner can speak for up to 1 minute. When done, they will exit stage left and proceed to prefunction space to have picture taken.
1:50-1:55pm	President's Award presentation	Dr. Robinson	President's Award slide	Winner can speak for up to 1 minute. When done, they will exit stage left and proceed to prefunction space to have picture taken.
1:55-2pm	Closing remarks	Dr. Robinson	Closing slide
2:00-2:10	Group photos of winners		Meet near the stage	Meet near the stage for group photos.

Meet the Conference Services Team

Kelly Hekler, CMP, CTA

Conference Services Manager
heklerk@lcc.edu

Samantha Bite, CTA

Conference Services Coordinator,
Downtown Campus
geiges@lcc.edu

Erin Hagfors, CTA

Conference Services Coordinator,
West Campus
hagforse@lcc.edu