Suggested Event Planning Timeline (Page 3 of 4) in pdf

Month of the event:

_ RSVPs due (2-3 weeks prior to the event)

_ Send rooming list to hotel(s) (the Hanover Inn requires list 3 weeks prior to arrival)

_ Release unneeded hotel rooms by appropriate deadline (varies by hotel)

_ Make any needed publicity/press arrangements

_ Arrange to have any directional signage designed/printed

_ Forward setup requests, including AV, to Conferences & Events and others as

needed (3 weeks prior to the event)

_ Send ceremony program to printer (3 weeks prior to the event or date determined by

designer and printer)

_ Send agenda, suggested dress, directions, map, and parking instructions to participants

_ Make follow up phone calls/emails to pending guests

_ Run first batch of name badges and place cards

_ Wrap gifts

_ Develop scripts for key speakers

_ Draft and distribute ceremony and dinner cue sheets

_ Plan seating arrangements for dinner

_ Make list of photo opportunities for photographer; re-confirm photographer

_ Re-confirm entertainment

_ Set task assignments/determine responsibilities internally and with cosponsoring

departments; distribute this “Schedule of Events” to all staff and volunteers working

on the event (be sure to have extra copies on-site)

_ Confirm catering order (48 hours out or time determined by caterer)

_ Confirm set up, AV, florist, and Media Production orders

_ Confirm Safety & Security’s role

_ Register alcohol “social event” with Safety and Security (if necessary)

_ Confirm transportation of guests and VIPs

_ Distribute guest list to appropriate parties

_ Run final name badges and place cards

_ Make confirmation phone calls/emails (if necessary)

_ Set up an on-site run-through (if needed)

_ Set up sound checks for speakers/musicians

_ Print or email media/remarks release form for speakers to sign

_ Confirm honorarium amount(s) for speakers and send requests to Admin. Finance

Office for payment

_ Finalize transportation needs of VIPs

updated August, 2014

Suggested Event Planning Timeline Page 3