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

Suggested Event Planning Timeline Page 4

Day of the event:

_ Arrive at location(s) early to check setups and be prepared to trouble shoot

_ Bring registration materials: guest lists, name badges, place cards, gifts, etc.

_ Review planning details and walk through the event with all staff and volunteers

_ Inform staff and volunteers of the location of restrooms, elevators, and accessible

entrances

_ Be sure to have extra copies of all materials: schedule of events, agendas, cue

sheets, photographer instructions, media releases, etc.

_ Check in with caterer and provide them with any last minute changes or special meal

requests

_ Check weather report

Post event:

_ Distribute gifts to non-attendees

_ Distribute photographs of the event to VIPs and participants

_ Hold event debrief meeting

_ Complete comparison of actual versus budgeted costs

_ Send thank-yous

_ Update final event attendance in computer program used for RSVPs (i.e. attended,

no show)

_ File all materials to assist with planning of future event(s)

 Actual budget numbers

 Receipts and invoices

 Event planning notes (timeline included)

 All event related emails (electronically on CD)

 Debrief notes

 AV and space set-up orders and diagrams

 Written correspondence

 Event handouts

 Samples of ALL printed materials

 Sample mailings

 PR materials/newspaper articles mentioning the event

 Photographs

 Cue sheets

 Schedule of events

 Timeline

 Catering order

 Accept/Regret/Pending lists

 Seating list and chart

If you have any questions or need additional assistance contact Conferences and Events at (603) 646-2923 or

conferences.and.events@dartmouth.edu

updated August, 2014

Suggested Event Planning Timeline Page 4