Suggested Event Planning Timeline (Page 2 of 4) in pdf

Suggested Event Planning Timeline Page 2

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

updated August, 2014

Suggested Event Planning Timeline Page 2