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Event Timeline Template
Add and Edit this to fit your events. Make one for each event and then use from year to year as possible

4-6 months before event or more depending on size of event

Item
Target Date
Create Event Plan
Who, What, Why, When
Goals
Connection to Plan of Work
Financial Limitations

Create a Budget
Budget Tips and Tricks and Things to Consider: Go to the website

Select Venue
RFP
Contract negotiation
Signed Contract

Book Speakers
Speakers above $600 require PSC (Link)
May book before venue, if speaker is more critical than date or location

Create Preliminary Agenda of Event

Create Sponsor Packages If needed
Create system for tracking sponsorships

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
Create promotional materials

Build and Open Registration System

Send Promotional materials to potential participants

Contact caterers or facility to select menus

Determine AV requirements
Make arrangements with facility or others to ensure needs are met

Determine Set up requirements
Work with facility or others to ensure needs are met
How do you want the tables and chairs?
What facilitation materials are needed?
Internet?
Access to Power?
Sound?

1-2 months before event or more depending on size of event

Item
Target Date
Double Check that all Contracts are signed and returned

Review Speaker assignments and Needs
Make sure there is someone from the committee assigned to host each presenter/speaker if there are multiple speakers
Determine the needs of the speakers – computer, projector, sound, microphone, etc.

Review Menus and setups – make sure they still work based on current registrations

Monitor and manage registration list
Double check to ensure payments have been made
Email billings to balance dues to try to collect all money before event
Cancel duplicates
Answer participant questions

Start Assembling Materials
Educational Materials
Folders (if needed)
Create nametag template
Agendas
Invoices/paid receipts
Other materials

Do a final run through of the facility
Check on best layout for meals
Check for enough electrical outlets
Plan where you want registration
Let facility know who VIP’s / Speakers are if appropriate
Confirm Guest List with Hotel if needed

10 to 15 Days Before Event

Item
Target Date
Create Checklist of what you need to pack for event (keep adding to it as event gets closer)
Start creating a pile of things that need to go with you in one spot so it is ready to go
Start tracking registrations each day canceling duplicates, double checking payments

Create Supply Box:
Tape
Scissors
Pens
Sharpie Markers
Thumb Tacks
Sticky notes
Memory stick
Pins
Stapler, staples
Paper
Receipt books
Batteries
Anything else you might need

Create hot list of critical phone numbers

Create any signage needed for event

3 Days Before Event

Item
Target Date
Create Master Notebook
Run Registration List
Run Balance Due List
Run copy of invoices by number
Copy of all materials
Check list
Copy of All Contracts
Any detail lists or reports to make each section function

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