Timeline And Checklist For Event Planning (Page 2 of 3) in pdf

Timeline And Checklist For Event Planning Page 2

Six weeks before the event

Activity

Person

Due Date

Responsible

If alcohol is being served, request necessary approvals and NC

permits – if “Cocktails” are noted on invitation, complete this step

prior to ordering invitations.

Arrange for photographer

Send print invitations

Four weeks before the event

Approve final program/agenda

Draft script or talking points for speakers

Work with Director of Communication on copy for internal and

external publicity

Meet with vendors on site, follow up on all orders

Consider site preparation (special cleaning, equipment and trash

removal) (Contact Facilities Operations for assistance)

Prepare event signage

Send electronic invitations

Two weeks before the event

Review staffing assignments for day of event

Meet on site with operational staff such as transportation officials

and ushers to discuss responsibilities

Meet with caterer on site to discuss setup and final menu

Send out attendance update to planning team/key players

One week before the event

Send caterer final count

Print programs, name badges, seating charts, place cards, etc.

Confirm arrangements with vendors

24 Hours before the event

Contact caterer to verify all arrangements

Confirm security requirements

Ensure tent, chairs, tables, stage, podium are in place

Timeline And Checklist For Event Planning Page 2