Sample Event Checklist.xlsx

	A	B	C	D	E
1	Event:	Sample Event
2	Date:	6/25/2025	Enter the date in cell B2 in a standard date format, and Excel will fill in all the rest of the dates.
3	Category	Task	Lead Time	Complete by	Notes
4	Venue	Reserve Venue(s)	1 year before	6/25/2024
5	Travel	Make hotel reservation	6 months before	12/24/2024
6	Advertise	Create flyer	6 months before	12/24/2024
7	Travel / Honorarium	Send Vendor Setup Form to guest to complete and return	5.5 months before	1/8/2025
8	Travel / Honorarium	Send completed Vendor Setup Form to english.fiscal@osu.edu, as well as the completed Guest Travel Form (filled out by you). The Fiscal Team will use these documents to set up a Spend Authorization & coordinate guest payment. Please also include event flyer or guest invitation.	5 months before (deadline is 6 weeks before)	1/21/2025
9	Coordination	If applicable: Ask bookseller to attend and sell books	5 months before	1/21/2025
10	Coordination	Email guest (hotel reservation #, Video Permission form, access requests, etc.)	10 weeks before	4/16/2025
11	Travel	If applicable, submit Purchase Requisition in Workday with quote sent by hotel. If staying at Blackwell, email SA # to them (or call)	8 weeks before	4/30/2025
12	Travel	Book airplane ticket / rental car. Use CTP (**SA must be approved first)	8 weeks before	4/30/2025
13	Travel	If reimbursing flight (instead of booking through CTP), send english.fiscal@osu.edu the guest's ticketed itinerary, so they can submit an Expense Report on your behalf	7 weeks before	5/7/2025
14	Advertise	Add event to department website via Communications Team Event Form	6 weeks before	5/14/2025
15	Advertise	If applicable, obtain quote for printing flyer by filling out form on UniPrint website. Once obtained, submit Purchase Requisition in Workday to print flyers. Attach quote	5 weeks before	5/21/2025
16	Coordination	If applicable, circulate event sign-up	5 weeks before	5/21/2025
17	Meals	If applicable, ask for attendees' & guest's catering choices	4 weeks before (deadline is 3 weeks)	5/28/2025
18	Meals	If coordinating off-site meal with guest, make reservation and email Fiscal Officer & Faculty Coordinator about borrowing P Card	4 weeks before	5/28/2025
19	Advertise	Advertise on listservs (first)	4 weeks before	5/28/2025
20	Meals	If applicable, get quote from catering contact (if adding gratuity: 18-20%). Send quote with order to English.fiscal@osu.edu. Someone from the Fiscal Team will contact the caterers to pay for the order with a department PCard	3 weeks before (deadline is 2 weeks)	6/4/2025
21	Recording	Deadline to receive Video Permission form; if no permission, cancel filming	2 weeks before	6/11/2025
22	Advertise	Advertise on relevant listservs (second)	2 weeks before	6/11/2025
23	Advertise	Hang flyers in Denney Hall, if applicable	2 weeks before	6/11/2025
24	Coordination	Trip itinerary - send to guest/agency and other relevant parties	1 week before	6/18/2025
25	Advertise	Advertise on relevant listservs (third)	1 day before	6/24/2025
26	Afterwards	Take down flyers	3 days after	6/28/2025
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