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This Final Checklist Ensures You Have an Amazing Formal

Ensure an amazing formal for all involved by following this final checklist. We’ll go through it countdown-style so you know just exactly what to expect:

A Few Months Before the Fall and Spring Semesters

- Verify if you’ve submitted all completed event dates for semestral events. This includes:

  • Max of ten social events with alcohol.

  • Homecoming and family weekend parties requiring third-party security.

  • All formals and the end-of-year celebration requiring third-party security.

  • All formals are planned within a 30-day timeline.

Ten Days Before

- Submit the event registration form at least ten days before or more.

- Check-in with the Office of Fraternity and Sorority Life advisor. This must include the following:

  • Party theme with details, if available.

  • Third-party vendors will not advertise a fraternity or sorority at the venue.

  • The kind of food and beverages the vendor will provide. Take note these events must serve beer and wine only.

  • Certificate of insurance.

  • Completed social event registration form by 5 PM.

Seven Days Before

- Review the FIPG "Third Party Vendor Checklist" with the vendor at least seven days before.

- Assurance that vendor(s) signed the Third-Party Vendor Agreement.

- Submit the checklist to the Office of Fraternity and Sorority Life.

- Submit all required documents related to the Third-Party Vendor Checklist to the Office of Fraternity and Sorority Life. This includes the ff.:

  • Contract.

  • Certificate of insurance.

  • Liquor license.

  • Event monitors and their shifts.

  • Clarification of special drinks at the event (beer, wine, or cider only).

  • Names of insurance provider and manager or vendor event hos.

Three to Five Days Before

With less than one week before your amazing formal, your team must:

  • Check-in with the Social Event or Risk Management Advisor for a review and confirmation with the OFSL at least four days in advance or by Wednesday at 5 PM.

  • Ensuring your Risk Management Officer reviews the organization's risk management policies and procedures and assesses the organization's risk exposure.

  • Ensure all event monitors have completed party-monitor training, signed the party-monitor policy agreement, and RSVP at least three days before the event.

In all these, the Inter/National requirements must be met before the event can be approved.

Two Days Before

- Talk to your Social Event/Risk Management Advisor at least two days before your event is scheduled. This will help ensure that everything is on track and that there are no last-minute surprises.

- Call the third-party vendor and bus company to confirm your reservations.

- Finally, run through all these items:

  • Event setup.

  • DJ, chairs, tables, drinks.

  • The certainty that the vendors are trained or prepared to work the event and can collaborate with third-party services.

  • Final confirmation on what food and drinks will be served during the event.

  • Event attendance. Finalize and print the guest list and ensure attendees understand policies and procedures.

  • Delineate where teams and stations will be situated at the venue.

  • Clarify where the Service Distribution Center is located.

  • Identify how the beverages will be kept cold and who/which team will be responsible for that.

Last Pointers

What makes for an amazing formal is the amount of prep time you allot for it, even months in advance! Remember this checklist, and all your attendees will have an enjoyable experience.

Or if you want to shorten this period and go straight to enjoying, contact Big Daddy Formals today! Our team has over ten years of expertise setting up amazing formals for fraternities and sororities. Contact us and let us plan your chapter’s trip now!

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