Event Planning Web

Developing the Timeline

A good timeline is essential to keep you on track throughout the process. A timeline can be as simple or as complex as you want it to be.

The key is to make sure the timeline includes hard deadlines, i.e. important dates for tasks that that you cant afford to over-run.

The form on the next page provides a sample timeline which will give you some idea of the types of items to include in it.

Your timeline provides you with an overview of the tasks to be completed. You should assign a committee member to each task and have them sign off completed items.

Each area of responsibility, such as registration, will actually be comprised of individual smaller tasks. This section will help you break the larger tasks into comprehensive task lists.

These task lists can then be added to your timeline at a later time. Your sample timeline charts are organized by when you should start planning your timeline and what needs to be done.

Lets take a look at these. They basically explain what tasks have to be done in the specified amount of time.


4 - 6 Months before Event:

Target Date: ___/___/___
Completion Date: ___/___/___

Confirm # of attendees
Set budget
Site inspections
Book venue
Book entertainment
Book keynote speakers
Set preliminary agenda
Start collecting phone numbers, e-mails and addresses of participants
Decide on theme
Hire photographer/videographer
_____________________________________________________



2 - 3 Months Before Event:

Target Date: ___/___/___
Completion, date: ___/___/___

Assemble the meeting or event package (the Announcement with registration form, agenda, the Venue and other information participants will need)
Send out invitations and/or registration package
Confirm speakers and panelists
Contact caterers
Contact wine & spirits suppliers
Contact florist
Confirm AV requirements
Contact AV and computer specialists
Order corporate gifts or other giveaways
_______________________________________________________________




1 2 Months Before Event:

TARGET DATE: ___/___/___
COMPLETION DATE: ___/___/___

Make sure all contracts are signed
Review with legal counsel
Review speakers' assignments
Review all menus, room setups etc.
Review equipment list with participants
Start assembling ideas for the registration kits, badges, agendas, vouchers, timetables, leisure activity suggestions
Put appropriate literature in each kit
Finalize all menus
Finalize decor and floral arrangements
_______________________________________________________________



1 Month Before Event:

TARGET DATE: ___/___/___
COMPLETION DATE: ___/___/___

Rehearse format with the venue, and decide on room setups, podia, etc.
Make sure enough electrical outlets are available, as well as the necessary cabling for equipment
If you're using a hotel, decide with hotel management what welcome basket will be in each room
Alert hotel who your VIPs are
Confirm guest list
________________________________________________________________



10 Days Before Event:

TARGET DATE: ___/___/___
COMPLETION DATE: ___/___/___

Do a checklist one more time to make sure nothing has slipped through the cracks
One more time, do an accurate guest list
Prepare seating charts
____________________________________________________________________



The Day Before Event:

TARGET DATE: ___/___/___
COMPLETION DATE: ___/___/___
Go over checklist again
Arrange cash for gratuities, etc.
Review duties with staff members or hired help
Make sure signage and directions are completed
Prepare one-sheet "hot list" of critical phone numbers
Confirm any outside vendors (e.g. AV specialist)
Assemble all delegate materials
____________________________________________________________________


Day 1 of Event:

TARGET DATE: ___/___/___
COMPLETION DATE: ___/___/___

Bring your checklists and this Workbook with you
Bring your Planner's Tool Kit
Have the attendee list, properly alphabetized, ready at
the reception table, together with name tags
Bring extra name tags
Finalize head count for every event
Set out table numbers and name tags according to your seating charts
Solicit business cards from on-site staff, including cell phone numbers
____________________________________________________________________



After the Event Concludes you must:

TARGET DATE: ___/___/___
COMPLETION DATE: ___/___/___
Pay the bills
Write thank-yous and send gifts
Complete your expenditures and match to budget
Pay gratuities

Notes: (Here is where you would write down any notes or special points of interest that you would like to add about the event itself)