Sample Event Timeline Template (Page 2 of 3) in pdf

Sample Event Timeline Template Page 2

Invitations back from printer

Stuff invitations, seal and stamp

Send out invitations

Order any gifts for speaker and/or attendees

Manage RSVP list and cross reference name spellings with invite list

2 – 4 WEEKS PRIOR

Submit the final event scenario to VIPs

Check in with speakers to see if his/her equipment needs are being met

E‐mail or call those invitees who have not responded

Finalize details with caterer, rental company, and all vendors

Take delivery of favors, mementos, novelty items and double‐check for correct amount

Enlarge diagram of the room to be used as seating chart

1 WEEK PRIOR

Submit the following documents to VIPs:

o Guest list (noting confirmed/pending/regrets)

o Final table guests (if applicable) with bio information and table seating diagram

Evaluate response list and determine if any follow‐up calls/e‐mails need to be made

Create the seating chart

Make catering guarantees

Gather all presentation items such as gifts, plaques, trophies. Collect ceremonial items.

Designate one person to be in charge of transporting all to the event site

Finalize presentation and load presentation on laptop/flash drive

Copy handouts (if applicable)

3 – 5 DAYS PRIOR

Finalize guest list and send to VIPs for review

Send final scenario and guest list to relevant volunteers and staff

Prepare packets

Call to confirm parking reservation

Create shot list for photographer

1 DAY PRIOR

Finalize seating chart

Finalize catering order numbers

Establish # of attendees and create nametags

Send reminder email to attendees/call RSVP list

Handle any last minute RSVPs

Send any updates to relevant volunteers and staff

Remind staff of any materials that they may need to bring

o Camera

o Handouts

o Gifts for speakers/attendees

Sample Event Timeline Template Page 2