Before commitments
Identify applicable rules, event format, budget authority, signer, guest or participant requirements, and destination or venue criteria. Compare written vendor proposals and check the obligations before deposits.
- Confirm who can approve each contract.
- Record the accepted quote and any change order.
- Name a lead and backup for every provider.
Before the event and after
Finalize counts, rooming, transport, event schedule, communication, and emergency contacts. On the day, keep a run sheet accessible to the relevant officers. Afterward, reconcile invoices and capture lessons for the next team.
Officer handoff
Track the decisions that need an owner.
Check off the items you have assigned. Your progress stays in this browser; export the list for your committee records.