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Home / Event Planning Outline

Event Planning Outline

First name

Last name

Phone number

Email

Campus/affiliation

Other campus/affiliation

Department

Funding fiscal account number(s)

Approved budget amount

Guest fee

Yes

No

Guest fee amount

Status message

Note: An Event and Membership Deductibility and Insurance Worksheet, also known as the tax deductibility worksheet (TDW) will need to be completed and approved prior to printing of material or publicizing the event (i.e. flyers, invitations, e-blasts).

IRS rules require donors be informed of their "contribution" amount which may be deductible as a charitable gift.

Official name of event

Date of event

Time of event

Location

Estimated attendance

Event type

UH Foundation

UHF Development

UHF/Athletics

UH Alumni Event

Other

Specify other event type

Purpose of event

Desired outcomes

Brief program timeline

Guest list comprised of

Government officials

UH leadership

UH Foundation leadership

UH faculty/professors/emeritus

Donors

Alumni

Students

General public

Will the UH President, UH Provost, UHF CEO, or UHF CFO be attending or participating?

Yes

No

Please list potential key attendees

Special Events Assistance Request Checklist

*All assistance requests are subject to availability and approval

Mailings (hardcopy)

mailings section

Invitation creation/design

Note: Special Events will need to consult with UHF Comm Team

Bulk mailing/stamp

Note card invitation

Lead time: 3-5 business days

Custom invitation (PDF only)

Lead time: 7-10 business days

Custom invitation (digital printing)

Lead time: 2 weeks

Custom invitation (offset printing)

Lead time: 3-4 weeks

Email invitations/e-blasts (MailChimp)

*Minimum lead time for MailChimp due to data request processing is five business days.

eblast_section

Preferred send date

Target audience

Audience notes/additions

Email List (recipients)

List details

Online registration (Eventbrite)

eventbrite_section

Setup online registration page via EventBrite (supplemental information will be requested from EPO is approved)

Status message

For events requiring guest payment: EventBrite fees apply. All UH, UHF and UHAA events require the unit to absorb fees; guests do not pay beyond their ticket price.

Eventbrite Service Fee: 3.7% + $1.79 per sold ticket
Eventbrite Payment Processing Fee: 2.9% per order

For free events: no fees will apply.

Managing RSVPs/guest list

rsvp_section

Create event in Makana and update attendance responses

Manage RSVP list

Printing of guest check-in list

Creation of name badges

Providing updated RSVP reports

Securing support vendors

securing support vendors section

Facility/Venue/Meeting Space

Catering

Bar Service

Decor/Lighting (Favors, Florals, etc.)

Transportation/Valet Services

Entertainment

On-site support

on site support section

Managing on-site registration

Managing registration/check-in of guests

Name badge: on-site replacement, new badges

Process event registration payments

On-site event logistics/managing vendors

Post event support

post event support section

Vendor payments

Post event communications: thank you - photo gallery (subject to review and approval of event support)

Uploading attendee data into Makana

post event sub section

Someone other than UHF Special Events managing check-in

RSVP guest list (omit on-site additions)
A list indicating guests who actually attended must be furnished as a Word or Excel document or a PDF version of a Word/Excel document, emailed to events@uhfoundation.org. Anticipate 3 to 5 working days for the list to be updated in Makana.

For list of ADDED on-site guests (send separately)
List must be furnished as an excel document and sent via e-mail to events@uhfoundation.org. Depending on list size, anticipate 5 - 10 working days for list to be vetted and updated in Makana.

NOTE: in order for a new entity (contact) to be created in Makana, at minimal, will require: first name, last name + form of contact information (telephone number, e-mail &/or mailing address).

Download on-site guest excel spreadsheet template sample here.

Leave this field blank

Contact UH Foundation
1314 S. King Street, Suite B
Honolulu, HI 96814
O‘ahu 808-376-7800
Toll free 1-833-846-4262
info@uhfoundation.org
EIN: 99-0085260

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