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Event Planning Outline
Main Content
Event Planning Outline
First name
Last name
Phone number
Email
Campus/affiliation
- Select -
UH Foundation
UH System
UH Manoa
UH West Oahu
UH Hilo
Honolulu CC
Kapiolani CC
Windward CC
Leeward CC
UH Maui Coll
Hawaii CC
Kauai CC
Other
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)
- None -
Yes
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.
- None -
Yes
eblast_section
Preferred send date
Target audience
- None -
Alumni
Alumni: Regional
Donors
Donors & students
Students
Faculty/staff
UHF staff
Special list
Need help/not sure
Audience notes/additions
Email List (recipients)
- None -
Basic List: Target Audience Details
Previous List
UHF Special Events is assisting
Separate UHF Data Request
Help! I have questions
List details
Online registration (Eventbrite)
- None -
Yes
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
- None -
Yes
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
- None -
Yes
securing support vendors section
Facility/Venue/Meeting Space
Catering
Bar Service
Decor/Lighting (Favors, Florals, etc.)
Transportation/Valet Services
Entertainment
On-site support
- None -
Yes
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
- None -
Yes
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
[email protected]
. 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
[email protected]
. 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.
Math question
12 + 7 =
Solve this simple math problem and enter the result. E.g. for 1+3, enter 4.
Leave this field blank
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