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ProGlobalEvents EventTimelineFINAL

The document outlines a comprehensive event planning timeline that spans 12-6 months, 3-6 months, 2 months, 1 month, and 1 week out from the event, as well as the day of the event. It details all the key tasks to be completed at each stage, including selecting vendors and contractors, finalizing budgets, developing marketing materials, coordinating logistics, and preparing for on-site execution. Following the timeline ensures all necessary elements are addressed on schedule and the event is delivered successfully.

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mangeo
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© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
27 views

ProGlobalEvents EventTimelineFINAL

The document outlines a comprehensive event planning timeline that spans 12-6 months, 3-6 months, 2 months, 1 month, and 1 week out from the event, as well as the day of the event. It details all the key tasks to be completed at each stage, including selecting vendors and contractors, finalizing budgets, developing marketing materials, coordinating logistics, and preparing for on-site execution. Following the timeline ensures all necessary elements are addressed on schedule and the event is delivered successfully.

Uploaded by

mangeo
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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No matter your level of event-planning experience, a timeline is a must-do for any and every

event. Why?

It ensures that you:


• Complete every task associated with planning an event and don’t inadvertently leave anything out.
• Meet all event deadlines, including deadlines for renting seating, booking a venue, catering, music,
and any other items you need to hire or services you need to contract.
• Stick to your budget within each budget category and for the overall event.
• Coordinate multiple groups of people, requirements, and other elements.
• Collaborate effectively with contractors.
• Have enough time to incorporate additions or changes without negatively impacting the event.
• Have enough time to deal with any problems that arise so they don’t affect the success of the event.

A timeline of every stage and step of planning—in the right order—is essential to getting it right.

Not sure how to build a timeline? Let us help! We’ve put together an all-purpose planning
template. Use it as-is or modify it to suit your needs and preferences.

[email protected] 888-373-5024 main proglobalevents.com


6-12 Months Out
Identify event team or committee members + anyone else important to planning process.
Decide what to delegate, then assign roles and tasks to event team members.
• Pro tip: Work with them to develop their own timelines, so they can keep track of their tasks,
particularly if they’re on multiple events or projects at the same time.
Set event date.
Establish event goals and objectives.
Determine budget.
Choose a venue.
• Pro tip: Make sure to both submit and confirm your reservation for the venue.
Define your target audience and/or guest list.
Develop invitation lists for invite-only events, including social gatherings and ceremonies to be held
as part of larger events.
Develop event program/schedule.
Decide when to start registration and/or ticket sales, if applicable.
Identify suitable keynote speakers, emcees, entertainment, plenary speakers, and other appropriate
VIPs and special guests; check availability; and book and confirm choices ASAP.
Choose other vendors (ex: caterers, entertainment, equipment, accommodation).
• Pro tip: Review costs, timelines, and important dates and deadlines as part of selection process.
Plan event promotion campaign and associated advertising and marketing.
• Determine whether marketing is done in-house or contracted out.
• Review costs, timelines, and important dates and deadlines.
• Discuss options for press coverage, if applicable.
Develop ideas for event programs/invitations and award/gift items.
• Contract a designer or use an in-house design team.
• Investigate costs and deadlines as part of selection process.
Review key decisions with event team or committee and any other decision-makers.

[email protected] 888-373-5024 main proglobalevents.com


3-6 Months Out
Send save-the-date notifications, if applicable.
Finalize vendors.
• Check options for vendors that haven’t already been arranged (ex: florists, photographer or
videographer, non-VIP entertainers).
• Book and confirm outstanding vendors.
• Confirm designs with florist.
• Confirm accommodation needs with appropriate vendors. Check deadline for releasing unneeded
rooms.
Confirm all event VIPs, speakers, and special guests.
• Gather biographical details for website/program entries, where applicable.
• For speakers and presenters, confirm AV/equipment/other requirements.
Get final approval for necessary design items (ex: invitations and programs, printed marketing
materials, award/gift items, place cards/name badges).

Review venue’s safety and evacuation protocols.

3 Months Out
List any supplies needed for the event that aren’t supplied by contractors/vendors.
• Place and confirm orders for needed supplies.
Finalize guest list for invitation-only events.
Finalize and place orders for design items (ex: invitations, award/gift items, place cards/name badges).
Collate and confirm event program and schedule (ex: speaker/presentation order, topic confirmation,
length of presentation, AV requirements).
Contact VIPs to determine accommodation needs.
• Book and confirm VIP accommodation.
Confirm catering menus, including special dietary requirements.
Determine security needs.
• Book and confirm security service.

[email protected] 888-373-5024 main proglobalevents.com


2 Months Out
Assemble items for mail-out.
• Address and assemble invitations.
• Mail items.
Send out digital invitations, where applicable.
Approve final copy for programs and other printed materials.
Do a venue walkthrough with applicable personnel (ex: facility/venue manager, vendors, tech/AV services).
• Discuss tech/AV setups.
• Determine any need for directional/other signage.

Month of the Event


Finalize guest list once RSVPs received.
Finalize VIP/guest accommodation.
• Release unneeded rooms before hotel’s deadline, if applicable. (Pro tip: Consider retaining a few
to accommodate last-minute RSVPs.)
Send remaining printed items to printer, no later than three weeks before the event or another date
determined by printer) (ex: event programs, place cards/name badges, printed marketing materials,
directional/other signage for venue).
Send setup requests (ex: AV setup) to appropriate venue parties.
Arrange press/PR events (ex: Send out press releases to appropriate news agents.).
Confirm photographer/videographer.
• Pro tip: Write and share list of photo opportunities.
Create seating charts for sit-down events.
Develop scripts needed for speakers/emcees at the event and distribute to appropriate people.
Develop cue sheets for AV team, if applicable.
Book transportation for speakers and VIPs.
Confirm fees/honorariums for speakers and presenters.
• Send payment requests to admin/finance department, as applicable.
Set up on-site rehearsal/run-through, if required.
Send final email/mailout to guests/attendees, including: agenda/program; suggested attire; map and
directions; parking instructions, where applicable.
Determine roles and responsibilities for on-site team on event day.

[email protected] 888-373-5024 main proglobalevents.com


1 Week Out
Confirm transportation for speakers, VIPs, special guests.
Make necessary revisions to accommodate late RSVPs.
Final caterer confirmation no later than 48 hours before the event, or as determined by caterer.
• Pro tip: Provide updated headcount according to latest RSVP numbers.
Final confirmation for other vendors (ex: security, entertainment, equipment, flowers, etc.).
• Pro tip: No later than 48 hours before the event, or as determined by vendor
Review roles and responsibilities for on-site team on event day.
Finalize transportation for speakers and VIPs.
Email or print media/remarks release forms for speakers and VIPs to sign.
Distribute remaining PR items (es: press releases, guest lists, VIP appearances).

Day of Event
Arrive at event venue early for setup.
• Check AV/tech setups.
• Place directional/instructional signage, place cards, badges, etc.
Bring required registration materials (ex: guest list, name badges, card readers).
Run event walkthrough with event staff.
• Pro tip: Run through roles and responsibilities, as necessary; review locations of restrooms,
elevators, stairs, and accessibility points; review evacuation procedures, including fire exit).
Have extra copies on hand of planning materials (ex: schedules, programs, agendas, cue sheets,
press releases).
Check in with vendors, as needed, providing last-minute instructions or requests.

You don’t have to do it alone. The right event-planning company


can establish the right timeline for you & execute it, from start to finish.

[email protected] 888-373-5024 main proglobalevents.com

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