Sample Event Timeline
3-6 Months Prior
Begin preparing press releases, media advisories and press kits Develop visitor take-home pieces/event printing needs/banners/buttons etc. Begin preparing invitations On-site meeting with caterer and a/v company to go over specific needs Arrange for security.
2-3 Months Prior
Finish addressing invitations and prepare for mailing Add invitation to web site Make sure printed materials are available Send save the date information Arrange for valet/attendant parking Complete plans for promotions Complete program/agenda Begin ticket sales.
4 Weeks Prior
Mail invitations Designate RSVP personnel Complete press kits/press invitations Complete press room arrangements Begin press coverage/talk show arrangements Complete all required printing Complete volunteer recruitment Finalize theme dÃ©cor/floral/signage Finalize seating Finalize registration/welcome.
2-3 Weeks Prior
Mail press releases and advisories Go over physical layout and follow-up with staff, a/v company and caterer Remind staff/employees about event Complete checklist review.
1 Week Prior
Complete event walk through with all appropriate personnel, including location staff Check all materials Complete tour training Send employee reminder Follow-up on press release with calls to media Follow-up on photo opportunities with calls to media Set TV/radio appearances Complete RSVP and give attendance numbers to catere Review checklist.
Day of Event
Put out fires
1 Week Following Event
Write thank you notes Hold thank you party Complete satisfaction surveys Meet for review and ideas for next year .