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We’re excited to partner with you to create successful and memorable conferences or events.

What are the top 14 questions we ask ourselves as event mangers & planners at Carleton?

  1. What are the goal, mission, and vision? Establish the core purpose of the conference or event.
  2. Is there an established budget? Determine the financial resources available.
  3. Who is the intended audience? Identify exactly who you are trying to reach.
  4. Have you created a timeline for key components of the conference or event? Outline the major deadlines leading up to the date. And what does the schedule day(s) of conference event look like?
  5. What services, items, and materials are needed for a successful conference or event? Make a comprehensive list of all required physical and logistical resources.
  6. Has the conference or event been submitted to the campus scheduling system (25Live)? Ensure the venue and resources are officially secured.
  7. Do you need communication assistance? If so, has a communication ticket request been submitted to the Division of Communications?
  8. Has the conference or event been added to the campus calendar? Make sure it is publicly visible to your audience. Do people know the event is happening?
  9. Are there any AV/Tech needs? If so, has a PEPS (Presentation, Events and Production Support) ticket request been submitted?
  10. Are there any catering needs? If so, has a formal catering ticket request been submitted?
  11. Are there any fleet vehicle needs? If so, has a formal fleet vehicle request been submitted?
  12. Are there any printed material needs? If so, has a print job request been submitted?
  13. Is there adequate staffing for the conference or event? Ensure enough people are scheduled to work and that they have been properly communicated with regarding their roles.
  14. How will success be measured? Define the metrics (e.g., attendance, survey feedback) used to evaluate the conference or event afterward.

We have a three-tiered approach to assist with internal conference or event planning and management.

Tier 1: Strategic Consulting

  • High-Level Strategy: A comprehensive look at the “big picture” to align your conference or event goals with actionable outcomes.
  • Focused Planning Session: Typically, a single, in-depth meeting to outline the overarching vision, establish a baseline budget, and map out major milestones.
  • Resource Direction: Providing a foundational guide point, including venue ideas or internal best practices for your team to implement independently.

Tier 2: Guided Advisory (Touch Base)

  • Regular Check-Ins: Scheduled, recurring meetings leading up to the event to keep your planning on track.
  • Logistics Review: Collaborative review of your run-of-show, catering plans, and technical needs to ensure nothing slips through the cracks.
  • Ongoing Support: An open line of communication to answer emerging questions and troubleshoot potential roadblocks as they arise.
  • Best Practice Guidance: Continuous sharing of industry standards and internal guidelines to elevate the overall conference or event experience.

Tier 3: Full Hands-On Execution

  • Complete Lifecycle Support: Includes all the strategic planning and regular advisory touchpoints provided in Tiers 1 and 2.
  • Day-Of Coordination: Dedicated on-site staff to manage the event flow, direct attendees, and handle any real-time issues.
  • Stress-Free Experience: We help the operational details from start to finish so your team can focus entirely on engaging with attendees.

Contact us at events@carleton.edu with any questions or inquiries. We are happy to help!