Suggested Event Planning Timeline Page 2

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3 to 6 months out:
_ Initiate “Save the Date” mailing (if needed)
_ Gather speaker biographies (if needed for printed program)
_ Obtain final approval of invitation design and copy
_ Discuss press coverage and PR (if needed)
_ Identify and reserve caterer and florist
_ Reserve photographer
_ Reserve entertainment
3 months out:
_ Order gifts
_ Check and order necessary supplies (i.e. name badge holders, pens, stamps,
envelopes, notebooks, wrapping paper, ribbons, etc.)
_ Finalize guest lists for ceremony and dinner
_ Send invitation to printer
_ Receive invitations from printer
_ Confirm speakers and speaking order for ceremony and dinner; confirm topic, length
of presentation, and AV requirements
_ Contact guests requiring lodging; confirm arrangements/needs
_ Contact florist to discuss design ideas
_ Contact caterer to discuss menu and event
_ Reserve security
2 months out:
_ Address envelopes and assemble mailing
_ Mail invitations (8 to 10 weeks out if list includes out-of-towners, 6 to 8 weeks if
guests are all local)
_ Obtain final approval of ceremony program copy
_ Facility walkthrough with Conferences & Events, Classroom Technology Services,
Safety & Security, facility manager and/or vendors (as needed)
_ Determine if any directional signage will be needed at the event to assist guiding
guests
2
updated August, 2014

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