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 |