Event Planning Timeline Template (Page 2 of 2) in pdf

Event Planning Timeline Template Page 2

Finalize/confirm any catering needs.

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Finalize/confirm any and all housekeeping requests.

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 Finalize your volunteer plan. (i.e., prepare instructions and assign someone to greet the volunteers.)

 Finalize welcome/introductory remarks. Remember to acknowledge Spirit & Place and other partners.

Purchase food, drinks, ice, tablecloths, and utensils, etc. if needed

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 Create name badges, if needed.

 Print any needed handouts and don’t forget to print a sign-in sheet!

 Send a final email confirmation, with any special event instructions, to attendees who have RSVP’d. (If not

sold out, encourage attendees to bring a friend.)

 Send final confirmation email to the guest speaker reviewing arrival time, parking, room number, etc.

Day of the event

Spirit & Place volunteers will arrive 45 to 60 minutes early and are there to greet guests, hand out Event

Guides, and distribute and collect of event evaluations.

Arrive early to check room to make sure it is clean and set-up properly.

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Test the AV.

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Meet caterer or setup refreshments.

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Prepare water for your speakers.

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 Greet your volunteers and explain their role.

 Greet Spirit & Place volunteers and show to their greeter table.

Setup name tags, sign-in area, and/or distribute programs.

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Welcome attendees and guest speakers.

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Post-event

*Spirit & Place will summarize all the festival event evaluation and will supply a report at the first of the year at

the latest.

 Thank speakers, collaborative partners, and volunteers.

 Summarize evaluations.*

Discuss and document possible improvements related to the event design, format, content, and process

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with your collaborators (and/or Spirit & Place staff).

Compile a list of all expenses incurred for the event, including estimates on staff time.

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Event Planning Timeline Template Page 2