Timeline and Checklist for Event Planning
Event Details:
Event Name: | |
---|---|
Date: | |
Location(s): | |
Planner/Prime: | |
Description: | |
Purpose: | |
Time: | |
# of Guests: | |
VIPs: |
Three to four months before the event:
Activity | Person Responsible | Due Date |
---|---|---|
Establish planning group and appoint chair | ||
Hold planning meeting and review event goals and details | ||
Establish responsibilities | ||
Determine funding and budget sources | ||
Reserve due date on key attendees' calendars - follow protocol for requesting Chancellor or Provost participation | ||
Determine and reserve venue | ||
Confirm speaker and speaker needs | ||
Block hotel rooms for out of town speaker, VIP guests | ||
Determine guest list, request alumni data |
Two to three months before the event:
Person Responsible | Due Date | |
---|---|---|
Create and order save-the-date cards, invitations, response cards and related materials (i.e. map, etc), OR meet with the University Marketing & Communications to discuss print materials needed and publicity | ||
Draft program agenda | ||
Determine signage requirements (pedestrian and vehicle) | ||
Determine on-site registration procedures, including ushers | ||
Book event with caterer and establish preliminary menu | ||
Contact parking office to determine a parking plan | ||
Contact the University Police for safety and security assistance | ||
Contact vendors as required for: tent, stage, podium, chairs, tables, AV equipment (sound, lighting, projector, computers, etc), flowers, plants, other decorations | ||
Mail save-the-date cards |
Six weeks before the event:
Person Responsible | Due Date | |
---|---|---|
If alcohol is being served, request necessary approvals. If "Cocktails" are noted on the invitation, complete this step prior to ordering invites | ||
Arrange for photographer | ||
Send print invitations |
Four weeks before the event:
Person Responsible | Due Date | |
---|---|---|
Approve the final program/agenda | ||
Draft script or talking points for speakers | ||
Follow up on all vendors | ||
Consider site preparation (special cleaning, equipment and trash removal) (Contact facilities management for assistance) | ||
Prepare event signage | ||
Send electronic invitations |
Two weeks before the event:
Person Responsible | Due Date | |
---|---|---|
Review staffing assignments for day of event | ||
Meet on-site with operational staff to discuss responsibilities | ||
Meet with the caterer on-site to discuss setup and final menu | ||
Send out attendance update to planning team/key players |
One week before the event:
Person Responsible | Due Date | |
---|---|---|
Send caterer final count | ||
Print programs, name badges, seating charts, place cards, etc. | ||
Confirm arrangements with vendors |
24 hours before the event:
Person Responsible | Due Date | |
---|---|---|
Contact caterer to verify all arrangements | ||
Confirm security requirements |
Day of the event:
Person Responsible | Due Date | |
---|---|---|
Check location setup to include chairs, tables, podium, food | ||
Arrange printed material, nametags, etc. on registration table | ||
Check sound and lighting equipment | ||
Ensure decorations are in place | ||
Place water at podium |
One to five days after the event:
Person Responsible | Due Date | |
---|---|---|
Write thank-you notes to speakers, volunteers, staff and others as appropriate | ||
Complete written evaluation of the event with suggestions for future events | ||
Coordinate event story and photographs with University Communications |