Comprehensive Event Timeline

 

 

Six months to one year in advance

• Determine the purpose, type of event (luncheon, reception, seminar), and theme for the event.
• Determine a budget for the event.
• Check community calendars for conflicts with other major functions prior to selecting a date.
• Select the date(s) but be sure to clear it with important participants and stakeholders.
• Notify appropriate university administrators.
• Select and reserve event site(s); reserve a block of rooms at a hotel if applicable. Check for disabled access.
• Create a detailed timeline; include due dates for printed material and contact information for event suppliers/vendors.
• Select and order recognition items (and have them engraved), event souvenirs, event portfolios, favors, etc.
• Reserve special equipment, e.g. tables, chairs, tents, etc.
• Create a promotion and publicity plan.
• Determine your target audience and develop a preliminary guest list database.
• Develop a rain plan for events held outdoors.
• Arrange for reserve parking.
• Interview and choose all event-related suppliers (caterers, florist, entertainers, printer, photographer).
• Determine a master of ceremonies and the program speakers. Mail a letter of invitation to them.
• Acquire all necessary administrative approvals, i.e., insurance, alcohol service form.

Three to six months in advance

• Finalize the design of all printed/electronic materials (invitations, save-the-date cards, programs, brochures, commemorative language on awards and plaques, promotional, and event-related advertisements).
• Finalize guest list.
• Design and mail save-the-date announcements, if appropriate.
• Confirm program participants. Obtain biographical information/publicity photos.
• Launch publicity and promotion campaign, if appropriate.
• Confirm hotel and transportation arrangements for out-of-town program participants/dignitaries.
• Plan preliminary security arrangements.
• Determine audiovisual needs and reserve equipment.
• Place preliminary catering orders.
• Plan event décor and determine sources.
• Confirm entertainment bookings and finalize performance agreements.
• Print confirmation cards, tickets, credentials, and parking permits.
• Update Web site.
• Determine RSVP date (usually a week prior to the event date, but may vary depending on the size of the event and when the caterer requires a guarantee number) and print and mail invitations (4-6 weeks prior to event).

Two months in advance

• Finalize décor and room arrangements.
• Mail an itinerary and event information to speakers.
• Arrange for event VIP gifts.
• Identify personnel to assist at the registration and other tasks.
• Order directional/informational event signs.
• Compose and print the program (menu cards, if needed).
• Order ceremonial items.
• Meet with facility manager and inspect the venue. Request cleaning and repairs, if needed.
• Contact Public Safety with your plans especially if you are planning an event which might generate a large audience or when high-profile dignitaries are invited.
• Finalize the audiovisual presentations.

Two to four weeks in advance

• Record and acknowledge guest responses as they are received; send confirmations and other event-related items (tickets, parking passes, maps) to attendees as soon as possible.
• Prepare event-related information packets, if appropriate.
• Prepare table numbers, table seating assignments and place cards, if appropriate.
• Prepare a program script; include introductions and specific time limits for each speaker. Send to speakers for approval and edits, as needed.
• If your event is located in another city, determine a specific date to ship the materials. Contact the facility manager for the correct mailing address so the materials will be accepted and not misplaced upon arrival.
• Provide briefing materials to appropriate university administrators.
• Check progress on publicity efforts and revise and update plans if necessary.
• Finalize security plans.
• Send detailed final instructions to all speakers/dignitaries.
• Contact the caterer if the attendance is significantly higher or lower than previously discussed.
• Take delivery of event-related giveaways. Check for correct amount.
• Acquire and enlarge a diagram of the room to be used as a seating chart. Determine location of restrooms and public phones at event site.
• Contact grounds and/or custodial personnel if cleaning is needed for the venue and surrounding areas. If you're planning an event outdoors, be sure the sprinklers are turned off.
• Order radios/cellular phones to be used for communication between event and facility staff. Be sure contact lists are distributed among event personnel.

One week in advance

• Determine the intentions of invited guests who have not replied.
• Prepare and print the guest list in alphabetical order.
• Finish table assignments and place cards.
• Prepare a seating chart and print the seating list in alphabetical and table number order.
• Prepare name badges, if appropriate.
• Brief event staff.
• Gather all event items such as gifts, plaques, and trophies.
• Plan an arrival briefing for VIPs, if appropriate. If necessary, schedule a rehearsal time for the keynote speaker(s) with the facility's technical staff.
• Confirm arrangements with all event-related vendors (catering, florist, photographer, etc.).
• Confirm security arrangements. Provide Public Safety with VIP itineraries, if appropriate.
• Deliver program script to speakers and other event support staff.
• Confirm catering arrangements and guarantees.
• Prepare an event box with supplies, such as tape, string, pens/pencils, staplers, clipboards, baskets, extra black name badges, etc. Charge cell phones, radios and place items in a convenient, secure place.

Event day

• Arrive as early as possible; this allows time to problem solve, set up event material, check room arrangements, audio-visual equipment, etc. before your guests arrive.
• If possible, assign one worker as your assistant to run errands and be available to help if problems do occur.
• Have all the appropriate event-related documents (maps, phone numbers, catering orders, seating charts, name badges, table assignments, guest lists) and event box with you.
• Check all facilities (including restrooms) and grounds.
• Set up a media registration table with press kits, if appropriate.
• Set up venue with place cards, signs, favors, awards, programs, etc. If you're short handed, inquire whether the catering staff can help distribute these items.
• Set up registration area. Place name badges in alphabetical order. Be sure it is ready at least 1 hour prior to the start of your event.
• Ensure that all event personnel are ready and signage is in place. Distribute radios/cell phones to the appropriate event staff.
• For last minute cancellations or "no shows" consider filling the seats at prominent tables with volunteer staff.
• Welcome your guests with a smile. Avoid hinting to your guests that things might be less than perfect. Chances are, no one but you will notice.
• Strive to ensure that the event ends at the specified time.

Post event

• Follow up immediately with key event participants for their input and to ascertain if the event purpose was achieved.
• Reconcile and process for payment event-related invoices.
• Prepare and mail thank you notes to event staff and speakers.
• Hold a wrap-up meeting with event staff to discuss what went well, and to determine areas that may need improvement in the future.

Sources: Special Events, Planning for Success by April Harris, published by the Council for Advancement and Support of Education (CASE) and Gala!