Event Planning Timeline Template
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1EVENT PLANNING TIMELINE
This is a general guideline for planning events on campus. Please remember that every event
is different and may require certain things to be done at different times than stated below, but
in general this should help you with your planning!
Date to Complete
Task
Completed?
3-6 months out
Make venue reservation
(or as early as possible)
(including rain sites and street closures)
3-6 months out
Create event budget and solicit
(or as soon as you have a date, time and
sponsorships if necessary
(If your
venue)
venue has fees, make sure you have the
funds to cover the fees before making a
reservation)
3-6 months out
Complete contracts for all
(or as soon as you have funds)
performers, vendors, rentals,
etc.
2-3 months out
Submit design request/have
advertising designs created
1-2 months out
Implement advertising plan
1 month out
Send out sign-up sheet for
staff/volunteers
1 month out
Think about what else needs to
be done
(ADA accommodations, event
layout, what supply you need, technical
needs)
1 week out
Create event agenda and send
to necessary parties
3 days out
Purchase all non-perishable
supplies
Day before
Purchase any perishables
Day before
Review everything- any last
minute things that need to be
done?
DAY OF EVENT
Day after event
Return all supply and make
sure all payments have been
made.
Day after event
Complete event evaluation form
and attach other helpful
documents
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Parent category: Life