Skip to main navigation Skip to main content Skip to page footer
htugraz htugraz

Event Checklist

For smaller events, some of these points may not apply. These are marked with an * in the list.

Important: Project proposals for events must be submitted at least 4 weeks before the event begins. A cost estimate must also be submitted: Sample Cost Estimate
No binding orders may be placed before a project proposal has been approved!

Before the Event

  • Set a date, making sure to avoid conflicts with other organizations
  • Submit a project proposal to the department for financial affairs, * including a request for an advance payment if necessary
  • Fill out the room application form and forward it via email to the mailing list raumansuchen@htugraz.at
  • Obtain quotes, prepare a budget based on them, and discuss it with the department for financial affairs finanzen@htugraz.at
  • Order reusable cups. HTU has its own reusable cups, which can be ordered at office@sast.at. If you have any questions, please contact the department for financial affairs!
  • * Register the event with the city / submit a notice using this form
  • * Contact DJs, bands, technicians, etc.
  • * Promote the event appropriately (design and print posters, send out invitations)
  • Determine order quantities
  • Reserve the necessary items in a timely manner at verleih.htugraz.at and, if necessary, contact the department for Organization
  • Clarify with the suppliers when they will pick up their items
  • Contact the fire safety officer and schedule an appointment, if necessary
  • * Contact the responsible building electrician (reserve power mushrooms if necessary)
  • * Obtain quotes for a security service
  • * Purchase event liability insurance
  • Organize storage space for materials before and after the event
  • * Reserve change at a bank if large amounts are needed
  • Pick up the HTU Metro Card from HTU for any potential Metro purchases
  • Pick up a deposit card from HTU to deposit money at an ATM 24/7
  • Create a work schedule, including setup and takedown, and clarify who is responsible for what!
  • * Reserve a cargo bike/tuk-tuk

During Setup

  • Ensure someone is present to receive deliveries
  • Check that staff members are present
  • If necessary, set up and stock refrigerators, freezers, etc.
  • Set up beer coolers, mulled wine kettles, or similar equipment (to keep drinks cold or warm)
  • Set up the bar(s) so that outsiders cannot access the cash registers or cups
  • Secure cables and hoses to the floor so they do not pose a hazard to staff or guests
  • Position electrical appliances so they do not get wet (rain!) and ensure there are enough outlets with sufficient power
  • * Arrange tables/benches/chairs so that aisles remain clear (for staff and as escape routes)
  • Inspect the setups with the fire safety officer
  • Obtain a fire extinguisher and first-aid kit (from the porter or the fire safety officer)
  • For indoor events, post no-smoking signs (available from Buildings and Technical Support (GuT))
  • Post or display price lists and secure them in place (don’t forget the cup deposit)
  • Brief staff on bar operations (where items are located, who is responsible for what, prices, tips, and cup deposits)
  • Lock all rooms that are off-limits to unauthorized persons
  • * Set up signs pointing to the restrooms
  • * Brief security personnel

During the Event

  • Restock the bars (food, drinks, change)
  • Check sound levels regularly (approximately every hour, unless otherwise specified)
  • Adjust the music volume according to the time of day (as specified by the event office (Veranstaltungsamt))
  • Send staff to restock early enough (if necessary)
  • Empty cash registers frequently and store money securely
  • Ensure that shift changes run smoothly
  • Provide staff with food
  • Increase or decrease the number of staff as needed

During dismantling

  • * Keep security on site until all guests have left
  • Clarify who is responsible for what
  • Brief staff (what goes where, what belongs to which supplier, etc.)
  • Get an overview of consumption—how many empty containers can be returned? Make a note!
  • Dispose of trash—make sure to sort it properly!
  • Clean the area or premises
  • If necessary, assign someone to wait for the suppliers

After the Event

  • Count the money and deposit it directly into the HTU’s bank account (in consultation with the department for financial affairs)
  • Determine the profit/loss
  • Empty temporary storage areas and return the materials to their proper locations
  • Bring all receipts (invoices) to the HTU
  • Settle accounts together with the department for financial affairs
  • Check invoices received by the HTU (especially regarding discounts)
  • Hold a debriefing/reflection session with staff to avoid potential mistakes next time

Overview