HTML Preview Event Planning Production Schedule page number 1.
1 updated August, 2014
Suggested Event Planning TIMELINE
Note: Not all items will apply to all events.
This is a list to get you thinking about what planning items will go into your unique occasion.
Six to Twelve months out:
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Determine event date(s)
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Identify planning committee and/or key players for planning process
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Establish planning meeting frequency and times; schedule remaining planning
meetings
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Develop event goals, objectives, program outline, and any key communication
messages for printed and web-based materials
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Submit and confirm venue reservations (use Web Viewer for on-campus spaces)
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Submit and confirm lodging reservations (the Hanover Inn will confirm 18 months
out; if using another area hotel, be sure to confirm their release date and note on
lodging card, if sending one to guests)
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Identify constituencies for guest lists
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Confirm date with VIPs (on- and off-campus)
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Identify possible emcee, keynote speakers, etc.
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Prepare budget estimate
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Discuss invitation list and estimated yield
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Confirm invitation lists for events and meals; vet with necessary senior officers
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Design and develop event database for mailing invitations and tracking RSVPs
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Outline ceremony and dinner program to review with key officers
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Brainstorm gift ideas; identify gift vendors; work on design; and determine costs
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Contact designer for invitation and program designs; initiate design process;
determine deadlines and costs; include accessibility information
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Identify specific speakers and program pieces; begin discussing AV needs
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Get sign offs on event program ideas