Before booking
Confirm the date window, chapter approval path, budget range, expected guest count, accessibility needs, and event format. Collect comparable written venue, hotel, and transportation terms before selecting providers.
- Check campus and national-organization requirements.
- Assign a budget reviewer and contract signer.
- Record cancellation and deposit terms.
Before inviting and traveling
Send one clear invitation with RSVP deadline, guest rules, dress guidance, addresses, timing, travel, and lodging instructions. Reconcile the list before handing counts to providers. Keep a day-of contact sheet and a plan for changes.
- Confirm final counts and dietary/access needs with providers.
- Test the pickup and check-in instructions.
- Archive the final itinerary, contracts, and invoices afterward.