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.
Check the invitation against the confirmed bookings
Before sending the final guest note, compare its dates, address, cost, rooming, attire and transport against the supplier confirmations. The RSVP deadline must leave time to reconcile guest names, rooms and meal guarantees. Do not publish a tentative venue or price as final.
A week before departure, confirm dietary and access arrangements, the weather alternative, contacts and all return legs. A day before, reconfirm arrival and pickup instructions. Name who will update guests and suppliers when a plan changes. Afterward, ask for private feedback on cost clarity, comfort, communication and travel, then give the next committee the useful lessons.
For the full method, see the timeline and final-week operations checklist.