Set the governance before the venue
Define the chair, treasurer, approver, risk or safety lead, and vendor contacts. Check chapter, campus, and national-organization requirements for this exact event. Put the approval path and budget ceiling in writing before anyone promises a date or pays a deposit.
- Record who can sign each type of agreement.
- Assign a backup for every critical role.
- Keep a shared decision log with dates and sources.
Advance through decision gates
Move from event brief to comparable provider quotes, then authorized selection, contract review, participant communication, final counts, day-of execution, and invoice closeout. Hold the plan when a key requirement or provider term is unknown; do not let an attractive photo substitute for an approved commitment.