Suggested Event Planning Timeline printable pdf download

Suggested Event Planning Timeline

Suggested Event Planning TIMELINE

Note: Not all items will apply to all events.

This is a list to get you thinking about what planning items will go into your unique occasion.

Six to Twelve months out:

_ Determine event date(s)

_ Identify planning committee and/or key players for planning process

_ Establish planning meeting frequency and times; schedule remaining planning

meetings

_ Develop event goals, objectives, program outline, and any key communication

messages for printed and web-based materials

_ Submit and confirm venue reservations (use Web Viewer for on-campus spaces)

_ Submit and confirm lodging reservations (the Hanover Inn will confirm 18 months

out; if using another area hotel, be sure to confirm their release date and note on

lodging card, if sending one to guests)

_ Identify constituencies for guest lists

_ Confirm date with VIPs (on- and off-campus)

_ Identify possible emcee, keynote speakers, etc.

_ Prepare budget estimate

_ Discuss invitation list and estimated yield

_ Confirm invitation lists for events and meals; vet with necessary senior officers

_ Design and develop event database for mailing invitations and tracking RSVPs

_ Outline ceremony and dinner program to review with key officers

_ Brainstorm gift ideas; identify gift vendors; work on design; and determine costs

_ Contact designer for invitation and program designs; initiate design process;

determine deadlines and costs; include accessibility information

_ Identify specific speakers and program pieces; begin discussing AV needs

_ Get sign offs on event program ideas

updated August, 2014

Suggested Event Planning Timeline