How to use this: skim what's relevant for your event, skip the rest, reach out when something needs figuring out. This is not a checklist and nothing here is assigned. It is the same one page at 90, 60, and 30 days out; what matters just changes as the date gets closer.
Lodging · where people stay
- Does anyone need lodging beyond the reserved unit?
- Any early arrivals or late departures to plan around?
- Does the bed count still match the headcount?
- Anyone with accessibility needs: stairs, walking distance, bathrooms?
Spaces · how events share the campus
- Which spaces does this event actually use, and are they all reserved?
- Is another event on campus the same dates? What gets shared: parking, kitchen, sauna, pond?
- Does setup or teardown need time on either side of the event dates?
Food · catering
- Who feeds this group: they cook, we cook, or a caterer comes in?
- Does the kitchen need to be reserved, stocked, or staffed?
- Have allergies and diet needs been collected yet?
Activities · amenity access
- What does the group want to do while here: pond, sauna, trails, workshops?
- Does any activity need a host, gear, or its own waiver language?
- Any off-campus outing that touches the schedule or needs transportation?
Money gates
- Deposit 2 (50%) lands at 30 days out. Invoiced and on track?
- Has anything changed that changes the quote: headcount, spaces, nights?
- Final 25% settles at arrival. Who takes it, and how: Stripe or check to BCIP?
People · waivers and final counts
- Final count is due at T-14. Which way is it trending?
- Waivers went out at booking. Is every name signed? Who chases stragglers?
- Who is the group's point person on the day, and do they know our on-site host by name?
Weather · season
- What is this season likely to do to the plan: heat, smoke, snow, mud?
- Is there an indoor fallback for anything planned outdoors?
- Does the evening plan work with sunset time and outdoor lighting?
DRAFT for Rylie + the team to redline. Add, cut, and reword freely. The bar: nothing here should be more complicated than how things already work. It just puts the same information in front of the right people.