Event Timeline Template Page 4
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2
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5Get Cash to make change if
needed
Reconfirm with speakers or if you
have hosts touch base with hosts
to ensure everything is all set with
speakers
Send Participant names to
speakers if needed
Type instructions for staff to work
registrations or other stations (do
a walk through in your head and
add lots of details)
Get presentations from the
speakers, if possible, in order to
preload them on the computer.
1 Day Before Event
Item
Target Date
Completion Date
Pack all materials
Pack extra packets, name badges,
etc.
Double check registration list and
balance dues – update any
invoices, etc.
If possible, go over instructions
with volunteers - best if done
onsite
Double check to do list – and
4
make sure everything pre-event is
complete
Walk through event in your head
think about challenges and
solutions – make a list so if they
arise you can quickly refer to the
list to address it
Preload any presentations onto
the computer.
Days of Event (especially day 1)
Item
Target Date
Completion Date
Unload everything and Check in
with hotel/facility staff
Ask for business cards or
contact numbers
Get out your master notebook and
follow your checklist
Set up registration area
Set up presentation rooms
Welcome guests and handle
registrations
Accept payments
Make note of those paying
to follow up after event
Answer questions as
needed
Help speakers get set and
comfortable with room
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