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Timeline and Checklist for Event Planning
Event
Name:
Date:
Location(s):
Planner/Prime:
Description:
Purpose:
Time:
# of Guests:
VIPs:
Three to four months before the event
Activity
Person
Responsible
Due Date
Establish planning group and appoint chair
Hold planning meeting re event goals and details
Establish responsibilities
Determine funding and budget sources
Reserve date on key attendees’ calendars – follow protocol for
requesting Chancellor or Provost participation
Determine and reserve venue
Confirm speaker and speaker needs
Block hotel rooms for out of town speaker, VIP guests
Determine guest list, request alumni data
Two to three months before the event
Create and order save-the-date cards, invitations, response cards and
related materials (i.e. map, etc), OR meet with Director of
Communication or vendors to discuss print materials needed for
event.
Meet with Director of Communication to discuss publicity
Draft program agenda
Determine signage requirements (pedestrian & vehicle)
Determine on-site registration procedures, including ushers
Book event with caterer and establish preliminary menu
Contact Transportation for parking assistance
Contact Campus Police for safety and security assistance
Contact Fleet Services for bus and car transportation
Contact vendors as required for: tent, stage, podium, chairs, tables,
AV equipment (sound, lighting, projector, computers, etc), flowers,
p
lants, other decorations
Mail save-the-date cards
Timeline and Checklist for Event Planning
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