(c) Can Stock Photo
Everyone in the event-planning industry knows that planning an event is complicated and sometimes difficult. Creating a thorough timeline for your event will help to achieve many things including:
Tasks: Determine the tasks that need to be complete to make sure your event is successful
Order: Determine the order that you need to get your tasks complete
Deadline: Determine the time frame that each task needs to be completed
Delegate: Determine if and to whom you can delegate tasks to
One simple way to begin managing your tasks is to break your timeline into three parts:
1. Pre-Event
2. Day of the event
3. Post-event
I pulled this sample timeline from here:
| 4-6 months before event or more depending on size of event | ||
| Item | Target Date | Completion Date |
Create Event Plan
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Create a Budget
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Select Venue
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Book Speakers
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| Create Preliminary Agenda of Event | ||
Create Sponsor Packages If needed
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| Send Potential Sponsors Materials | ||
| Do a run through of selected venue if you are unfamiliar | ||
| 2-4 months before event or more depending on size of event | ||
| Item | Target Date | Completion Date |
| Create promotional materials | ||
| Build and Open Registration System | ||
| Send Promotional materials to potential participants | ||
| Contact caterers or facility to select menus | ||
Determine AV requirements
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Determine Set up requirements
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| 1-2 months before event or more depending on size of event | ||
| Item | Target Date | Completion Date |
| Double Check that all Contracts are signed and returned | ||
Review Speaker assignments and Needs
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| Review Menus and setups – make sure they still work based on current registrations | ||
Monitor and manage registration list
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Start Assembling Materials
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Do a final run through of the facility
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| 10 to 15 Days Before Event | ||
| Item | Target Date | Completion Date |
Create Checklist of what you need to pack for event (keep adding to it as event gets closer)
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Create Supply Box:
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| Create hot list of critical phone numbers | ||
| Create any signage needed for event | ||
| 3 Days Before Event | ||
| Item | Target Date | Completion Date |
Create Master Notebook
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| Make Name Tags (put with folders) | ||
| Make stickers for tops of folders if needed – with name and information of participants | ||
| Print Invoices (alpha order) and put in folders | ||
| Turn in Guarantee’s to facility (usually this is at the 3 business days before event time) | ||
| Get 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 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
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| Get out your master notebook and follow your checklist | ||
| Set up registration area | ||
| Set up presentation rooms | ||
Welcome guests and handle registrations
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| Help speakers get set and comfortable with room | ||
| Ensure all necessary AV equipment is in place and functioning correctly. | ||
| Run through each day in your head think about challenges and what solutions exist | ||
| Double check that everything is set for each transition at least one hour before the transition happens to make sure everything is set | ||
| After the Event | ||
| Item | Target Date | Completion Date |
| Follow up on Balance Dues | ||
| Send out evaluation if not done onsite | ||
| Write thank you letters to speakers and others who need thank you letters | ||
| Pay invoices | ||
| Finish Budget with actuals | ||
| Synthesize evaluations | ||
| Write MIPPRS Report | ||
| Be sure to add to your check list anything you think you might have missed so you have it for next year | ||
| Be sure to put your master notebook in order for next year | ||
From here you can then add the sub-categories under each part, like event theme, entertainment, marketing and promotion, ticket sales, etc. This will allow you to determine what needs to be accomplished during each phase. Once you have determined all of your tasks, you should give them each a deadline and delegate. It is pertinent that you plan every aspect of your event down to the smallest detail. Establishing a timeline will help to keep everything in order and give you direction. Event planning is a hectic industry and having a plan will set you up for success.
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