Event Planning Timeline

1.5 Months Before Event


Have the event budget planned. Verify the vendors with your advisors. Know the purchase limitations.

1 Month Before Event


Ensure funding is secured. Plan your purchasing method (PO or PCard).

2 Weeks Before Event


If using PCard, schedule a time to pick up card and use. Verify funding has been transferred to your organization's account. Submit the Event Vendor Request form.

1 Week Before Event


Ensure all purchases are in order or have been placed. Keep all documents related to purchases made prior to event.

Day of Event


Keep any original documents from deliveries or purchases.

24 Hours After Event


Fill out Receipt Submission Form. Scan a copy for your organization's records. Make sure PCards are returned.

1 Week After Event


Ensure ledger reflects purchases that were made. Ensure any excess funding that needs to be returned is transferred.