Host

Client
Event Date/Time
Event Coordinator
Location

Event Date 24-Feb-06

9 Month Plan Task

30-May-05 Define Purpose of event and target audience
30-May-05 Decide on Event format
30-May-05 Conduct Site Visits
29-Jun-05 Create and Maintain Event Budget
29-Jun-05 Confirm Date and Venue
29-Jun-05 Secure speakers, entertainment
Determine Method of communicating event
29-Jul-05 (e-mail, direct mail, advertisment)
29-Jul-05 Begin to gather data necessary for invitations
29-Jul-05 Request Catering Proposals
28-Aug-05 Begin creating event materials
28-Aug-05 Select Caterer
Determine other necessary rentals
28-Aug-05 (AV, tables, chairs, linens, china)
27-Sep-05 Finalize Guest List
27-Sep-05 Request Rental Quotes
27-Sep-05 Finalize text and design for event materials
27-Oct-05 Mail Save the Date Cards
Revisit venue to determine preferred room
26-Nov-05 layout, traffic flow, and color themes
26-Nov-05 Request food tasting
26-Nov-05 Update mailing list from any returns on Save the Date mailing
26-Nov-05 Hire a florist
26-Nov-05 Final approval of invitation
26-Nov-05 Arrange Parking-Contact Access Services or Hire Valet
26-Dec-05 Send Invitations
26-Dec-05 Create and Maintain RSVP Report
26-Dec-05 Finalize menu and all rental contracts
26-Dec-05 Select/Order Event Giveaways
25-Jan-06 Organize invitaiton responses
Once RSVP deadline has passed, make follow-up calls
to those who have not responded and courtesy
25-Jan-06 reminder calls to those that will be attending
 25-Jan-06 Request Security
25-Jan-06 Request Custodial/Grounds
25-Jan-06 Contact Campus Movers
3-Feb-06 Finalize and Print Programs
10-Feb-06 Create Campus Event Briefing
DAY OF EVENT Thorough review of event checklist

POST EVENT Send out personal thank you's

Solicit feedback from attendees and also from those
POST EVENT who weren't able to attend
POST EVENT Satisfy all contracts and agreements
POST EVENT Make a list indicating possible areas of improvement
Make notes about vendors that you might want to
POST EVENT remember next time
Actual Date Completed Comments
 Host
Client
Event Date/Time
Event Coordinator
Location

Event Date 24-Feb-06

6 Month Plan Task

28-Aug-05 Define Purpose of event and target audience
28-Aug-05 Decide on Event format
28-Aug-05 Conduct Site Visits
27-Sep-05 Create and Maintain Event Budget
27-Sep-05 Confirm Date and Venue
27-Sep-05 Secure speakers, entertainment
Determine Method of communicating event
27-Sep-05 (e-mail, direct mail, advertisment)
27-Sep-05 Begin to gather data necessary for invitations
27-Sep-05 Request Catering Proposals
27-Oct-05 Begin creating event materials
27-Oct-05 Select Caterer
Determine other necessary rentals
26-Nov-05 (AV, tables, chairs, linens, china)
26-Nov-05 Finalize Guest List
26-Nov-05 Request Rental Quotes
26-Nov-05 Finalize text and design for event materials
26-Nov-05 Mail Save the Date Cards
Revisit venue to determine preferred room
26-Nov-05 layout, traffic flow, and color themes
26-Dec-05 Request food tasting
26-Dec-05 Update mailing list from any returns on Save the Date mailing
26-Dec-05 Hire a florist
26-Dec-05 Final approval of invitation
26-Dec-05 Arrange Parking-Contact Access Services or Hire Valet
13-Jan-06 Send Invitations
13-Jan-06 Create and Maintain RSVP Report
25-Jan-06 Finalize menu and all rental contracts
25-Jan-06 Select/Order Event Giveaways
25-Jan-06 Organize invitaiton responses
Once RSVP deadline has passed, make follow-up calls
to those who have not responded and courtesy
25-Jan-06 reminder calls to those that will be attending
 25-Jan-06 Request Security
25-Jan-06 Request Custodial/Grounds
25-Jan-06 Contact Campus Movers
3-Feb-06 Finalize and Print Programs
10-Feb-06 Create Campus Event Briefing
DAY OF EVENT Thorough review of event checklist

POST EVENT Send out personal thank you's

Solicit feedback from attendees and also from those
POST EVENT who weren't able to attend
POST EVENT Satisfy all contracts and agreements
POST EVENT Make a list indicating possible areas of improvement
Make notes about vendors that you might want to
POST EVENT remember next time
Actual Date Completed Comments
 Host
Client
Event Date/Time
Event Coordinator
Location

Event Date 24-Feb-06

3 Month Plan Task

26-Nov-05 Define Purpose of event and target audience
26-Nov-05 Decide on Event format
26-Nov-05 Conduct Site Visits
26-Nov-05 Create and Maintain Event Budget
26-Nov-05 Confirm Date and Venue
26-Nov-05 Secure speakers, entertainment
Determine Method of communicating event
26-Nov-05 (e-mail, direct mail, advertisment)
26-Nov-05 Begin to gather data necessary for invitations
26-Nov-05 Request Catering Proposals
6-Dec-05 Begin creating event materials
6-Dec-05 Select Caterer
Determine other necessary rentals
11-Dec-05 (AV, tables, chairs, linens, china)
11-Dec-05 Finalize Guest List
21-Dec-05 Request Rental Quotes
21-Dec-05 Finalize text and design for event materials
1-Dec-05 Mail Save the Date Cards
Revisit venue to determine preferred room
11-Dec-05 layout, traffic flow, and color themes
16-Dec-05 Request food tasting
16-Dec-05 Update mailing list from any returns on Save the Date mailing
11-Dec-05 Hire a florist
16-Dec-05 Final approval of invitation
11-Dec-05 Arrange Parking-Contact Access Services or Hire Valet
13-Jan-06 Send Invitations
13-Jan-06 Create and Maintain RSVP Report
25-Jan-06 Finalize menu and all rental contracts
25-Jan-06 Select/Order Event Giveaways
25-Jan-06 Organize invitaiton responses
Once RSVP deadline has passed, make follow-up calls
to those who have not responded and courtesy
25-Jan-06 reminder calls to those that will be attending
25-Jan-06 Request Security
 25-Jan-06 Request Custodial/Grounds
25-Jan-06 Contact Campus Movers
3-Feb-06 Finalize and Print Programs
10-Feb-06 Create Campus Event Briefing
DAY OF EVENT Thorough review of event checklist

POST EVENT Send out personal thank you's

Solicit feedback from attendees and also from those
POST EVENT who weren't able to attend
POST EVENT Satisfy all contracts and agreements
POST EVENT Make a list indicating possible areas of improvement
Make notes about vendors that you might want to
POST EVENT remember next time
Actual Date Completed Comments
 Host
Client
Event Date/Time
Event Coordinator
Location

Event Date 11-Apr-08

1 Month Plan Task Date Completed Comments

12-Mar-08 Define Purpose of event and target audience
12-Mar-08 Decide on Event format
12-Mar-08 Conduct Site Visits
12-Mar-08 Create and Maintain Event Budget
12-Mar-08 Confirm Date and Venue
12-Mar-08 Secure speakers, entertainment
Determine Method of communicating event
12-Mar-08 (e-mail, direct mail, advertisment)
14-Mar-08 Begin to gather data necessary for invitations
14-Mar-08 Request Catering Proposals
14-Mar-08 Begin creating event materials
17-Mar-08 Select Caterer
Determine other necessary rentals
17-Mar-08 (AV, tables, chairs, linens, china)
17-Mar-08 Finalize Guest List
18-Mar-08 Request Rental Quotes
18-Mar-08 Finalize text and design for event materials
NA Mail Save the Date Cards
Revisit venue to determine preferred room
21-Mar-08 layout, traffic flow, and color themes
21-Mar-08 Request food tasting
NA Update mailing list from any returns on Save the Date mailing
 21-Mar-08 Select décor
21-Mar-08 Final approval of invitation
21-Mar-08 Arrange Parking-Contact Access Services or Hire Valet
14-Mar-08 Send Invitations
14-Mar-08 Create and Maintain RSVP Report
21-Mar-08 Finalize menu and all rental contracts
14-Mar-08 Select/Order Event Giveaways
14-Mar-08 Organize invitaiton responses
Once RSVP deadline has passed, make follow-up calls to those who
have not responded and courtesy reminder calls to those that will be
28-Mar-08 attending
14-Mar-08 Request Security
14-Mar-08 Request Custodial/Grounds
14-Mar-08 Contact Campus Movers
21-Mar-08 Finalize and Print Programs
28-Mar-08 Create Campus Event Briefing
DAY OF EVENT Thorough review of event checklist

POST EVENT Send

Solicitout personalfrom
feedback thank you's and also from those who weren't
attendees
POST EVENT able to attend
POST EVENT Satisfy all contracts and agreements
POST EVENT Make a list indicating possible areas of improvement you want to remember next time