HTML Preview Event Planning Timeline page number 1.
One Georgian Drive
Barrie, ON L4M 3X9
T. 705.722.5120
F. 705.722.5176
meetatgeorgian.com
EVENT PLANNING TIMELINE
Up to 1 year in advance (Depending on size of event)
Confirm date & venue – meeting space/accommodation (sign contract & provide deposit)
Confirm Key-note speakers (confirm bio/photo for publicity)
Secure Sponsorship
Up to 9 months (Annual Conferences & Exhibitions)
Determine general outline & program schedule to allow for pre-registration, create website
Send “Save the Date” announcements
Make travel arrangements (out of province/international)
Up to 6 months (Large Annual Events, Dinners, Various Training Sessions)
Determine general outline to allow for rsvp, create advertisement
Send out exhibitor registration
Send “Save the Date” announcements
Make travel arrangements (in province)
3 months
Create guest list (Large Annual Events, Dinners, Various Training Sessions)
Deadline for exhibitor registration
Set-up attendees’ registration –online/mail in (Annual Conferences)
Draft program of events/agenda
Book entertainment/photography/videography/speakers
Assemble event team/volunteers –hold a meeting
2 months
Finalize concept/agenda
Book catering
Book A/V (determine speakers special requirements)
Confirm exhibitor requirements (electrical, table, chairs)
Confirm booklist (for speakers/sessions)
Design Print – Invitations, maps, rsvp cards
Book Florist
Send invitations