/templates/en/event_planning/event-strategic-plan-template

made with GanttPRO

• Total estimate
• 8 weeks or more prior to the event:
• 6-8 weeks prior to the event:
• 5-6 weeks prior to the event:
• 4 weeks prior to the event
• 2 weeks prior to the event
• 1 week prior to the event
• Day before the event
• Day of the event
• After the event
• 1-2 days after the event
• Investigate possible dates for the program.
• Reserve the necessary facilities, including rain location.
• Review your budget
• Request a sample contract
• Allocate resources
• Meet with your advisor
• Develop a marketing plan
• Obtain sample catering menus
• Check Calendar for all events
• Collaborative opportunities
• Obtain necessary quotes on printing and other services
• Design and order printed publicity pieces
• Reserve information tables
• Obtain all signed contracts
• Contracts, vendor invoices, etc.
• Order printed publicity (posters, table tents, etc.)
• Order A/V equipment
• Review facility policies regarding programs, noise, food, and special situations
• Regarding special needs
• Order any additional equipment/materials
• Submit event information
• Place order with the caterer
• Electrician
• Security
• Additional staffing required
• Rented equipment
• Grills
• Balloons/helium
• Amplified sound
• Special staging
• Submit printed publicity for posting
• Submit reservation for table tents, if applicable
• Confirm reservation of information tables
• Review the budget
• Recruit volunteers for all aspects of upcoming event
• Request any necessary checks
• Discuss any needed changes in room configuration
• Finalize necessary security/staffing arrangements
• Review all necessary confirmations
• Meet with advisor for an update on your progress
• Review any special rules
• Contact the contractors to confirm all event details
• Determine who is meeting the entertainment/guest
• When, and where Provide maps/directions as needed
• Review all responsibilities
• Make final arrangements
• Make any final catering arrangements
• Pick up vendor(s) check(s)
• Make any final purchases
• Determine who will introduce the entertainment/guest
• Responsible party to meets with caterer, vendors, speaker, entertainer
• Decorate/prepare room as appropriate
• Don’t forget the check(s)
• Enjoy the event!
• Clean up the area
• Facility shutdown
• Complete an event profile
• File notes with the event profile
• Submit any final receipts for payment
• Send thank-you notes to anyone who helped
• Ensure there were no problems
• Make sure all contractors/vendors have received payment