Event Planning Production Schedule
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Every day brings new projects, emails, documents, and task lists, and often it is not that different from the work you have done before. Many of our day-to-day tasks are similar to something we have done before. Don't reinvent the wheel every time you start to work on something new!
Instead, we provide this standardized Event Planning Production Schedule template with text and formatting as a starting point to help professionalize the way you are working. Our private, business and legal document templates are regularly screened by professionals. If time or quality is of the essence, this ready-made template can help you to save time and to focus on the topics that really matter!
Using this document template guarantees you will save time, cost and efforts! It comes in Microsoft Office format, is ready to be tailored to your personal needs. Completing your document has never been easier!
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name badge holders, pens, stamps, envelopes, notebooks, wrapping paper, ribbons, etc.) Finalize guest lists for ceremony and dinner Send invitation to printer Receive invitations from printer Confirm speakers and speaking order for ceremony and dinner confirm topic, length of presentation, and AV requirements Contact guests requiring lodging confirm arrangements/needs Contact florist to discuss design ideas Contact caterer to discuss menu and event Reserve security 2 months out: Address envelopes and assemble mailing Mail invitations (8 to 10 weeks out if list includes out-of-towners, 6 to 8 weeks if guests are all local) Obtain final approval of ceremony program copy Facility walkthrough with Conferences Events, Classroom Technology Services, Safety Security, facility manager and/or vendors (as needed) Determine if any directional signage will be needed at the event to assist guiding guests 2 updated August, 2014 Month of the event: RSVPs due (2-3 weeks prior to the event) Send rooming list to hotel(s) (the Hanover Inn requires list 3 weeks prior to arrival) Release unneeded hotel rooms by appropriate deadline (varies by hotel) Make any needed publicity/press arrangements Arrange to have any directional signage designed/printed Forward setup requests, including AV, to Conferences Events and others as needed (3 weeks prior to the event) Send ceremony program to printer (3 weeks prior to the event or date determined by designer and printer) Send agenda, suggested dress, directions, map, and parking instructions to participants Make follow up phone calls/emails to pending guests Run first batch of name badges and place cards Wrap gifts Develop scripts for key speakers Draft and distribute ceremony and dinner cue sheets Plan seating arrangements for dinner Make list of photo opportunities for photographer re-confirm photographer Re-confirm entertainment Set task assignments/determine responsibilities interna
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