Determine your budget. University of Charleston will help you select and share cost-saving tips to make your event affordable. Plan ahead as far as possible to ensure your choices will be available when you want them.

Make an appointment with the Director of Catering to choose the food menu.

Do any of your guests have special food needs (vegetarian, dairy-free, etc.)?

Make arrangements for your audio/visual needs.

Review your contract. Is everything correct? Make any changes in pen, initial all changes, and send your contract back to the University.

Determine other professional needs including decorations, entertainment, florist, photographer, bakery, party favors, etc. The University of Charleston will be happy to provide you with a list of recommended vendors.

Send out invitations at least eight (8) weeks prior to the event.

Plan for the greatest expectation of attendance. It’s better to take away than to add.

Make any arrangements for guests with special handicap needs.

Determine if accommodations and transportation will be necessary for your guests.

Make signs or maps for your guests.

Finalize all details of the event with the professionals you have chosen at least one week in advance prior to the event.

Check your space out a half-hour before the event. Make sure you have everything you need.