Timeline and Checklist for Event Planning Template

Six weeks before the event
Activity Person
Responsible
Due Date
If alcohol is being served, request necessary approvals and NC
p
ermits – if “Cocktails” are noted on invitation, complete this step
p
rior to ordering invitations.
Arrange for photographer
Send print invitations
Four weeks before the event
Approve final program/agenda
Draft script or talking points for speakers
Work with Director of Communication on copy for internal and
external publicity
Meet with vendors on site, follow up on all orders
Consider site preparation (special cleaning, equipment and trash
removal) (Contact Facilities Operations for assistance)
Prepare event signage
Send electronic invitations
Two weeks before the event
Review staffing assignments for day of event
Meet on site with operational staff such as transportation officials
and ushers to discuss responsibilities
Meet with caterer on site to discuss setup and final menu
Send out attendance update to planning team/key players
One week before the event
Send caterer final count
Print programs, name badges, seating charts, place cards, etc.
Confirm arrangements with vendors
24 Hours before the event
Contact caterer to verify all arrangements
Confirm security requirements
Ensure tent, chairs, tables, stage, podium are in place
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Timeline and Checklist for Event Planning Template PDF

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