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Timeline for small events or meetings

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Planning a meeting or event takes careful attention to detail. A timeline is important, and varies for smaller vs. larger events. Following is a list you can start with for creating a timeline for your event. Review this list to see what applies to your event - and then add tasks as you think of them. Good luck!

  • 3-4 months out – meet with committee/staff, decide purpose, audience, event type, goals, objectives, budget
  • 3 months out – set responsibilities, roles
  • 12 weeks out – secure venue
  • 10-12 weeks out – create promotional plan and materials
  • 9 weeks out – secure entertainment or speakers
  • 8 weeks out – determine event or meeting format, basic agenda
  • 8 weeks out – finalize promotional materials, start initial publicity
  • 7 weeks out – reserve block of sleeping rooms, if needed
  • 7 weeks out – choose menus, order food/beverage
  • 6 weeks out – plan room layout
  • 6 weeks out – make travel arrangements, if any
  • 6 weeks out – secure audio/visual needs
  • 6 weeks out – order memorabilia (allow time for logo/customization)
  • 5 weeks out – continue with publicity, press releases, invitations, flyers, e-mails, social media
  • 4 weeks out – estimate number of participants, give numbers to necessary people (hotel, caterer)
  • 3-4 weeks out – arrange for decorations, order flowers
  • 3-4 weeks out – buy gifts, name badges, supplies
  • 3 weeks out – pay deposits
  • 2 weeks out – review guest/participant list (RSVPs or estimates)
  • 2 weeks out – finalize numbers, food/beverage, audio/visual, seating, room layout
  • 2 weeks out – confirm travel arrangements
  • 1-2 weeks out – create signs, lists, name badges
  • 1 week out – pack materials for event, ship if necessary
  • 1 week out – confirm all reservations, vendors, numbers, contracts
  • 1 week out – review tasks lists, meet with staff to review day of responsibilities
  • 1 day out – review agenda and events, do a run through with staff/committee
  • 1 day out – start to set up, deliver items to venue, make sure items have arrived
  • 1 day out – meet with committee
  • 1 day out – meet with venue/facility
  • 1 day out – set up registration
  • 1 day out – take care of personal needs, set out clothing & comfy shoes, eat a good meal, drink plenty of water, go to sleep early

For tips on choosing a venue, check out this list:

http://www.myplanninglists.com/choosing-a-location-for-your-event.php