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