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Planning Your Event

  • 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.