/templates/en/event_planning/event-planning-templates
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
- 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
- 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
- Check Calendar for all events
- Collaborative opportunities
- Obtain necessary quotes on printing and other services
- Design and order printed publicity pieces
- Reserve information tables
- electrician
- security
- additional staffing required
- rented equipment
- grills
- balloons/helium
- amplified sound
- special staging