Event Timeline Template

Event Timeline Template
Add and Edit this to fit your events. Make one for each event and then use from year to year as possible
4-6 months before event or more depending on size of event
Item
Target Date
Create Event Plan
 Who, What, Why, When
 Goals
 Connection to Plan of Work
 Financial Limitations
Create a Budget
 Budget Tips and Tricks and
Things to Consider: Go to
the website
Select Venue
 RFP
 Contract negotiation
 Signed Contract
Book Speakers
 Speakers above $600
require PSC (Link)
 May book before venue, if
speaker is more critical than
date or location
Create Preliminary Agenda of
Event
Create Sponsor Packages If
needed
 Create system for tracking
sponsorships
Send Potential Sponsors Materials
Do a run through of selected venue
if you are unfamiliar
2-4 months before event or more depending on size of event
Item
Target Date
Create promotional materials
Build and Open Registration System
Send Promotional materials to
potential participants
Contact caterers or facility to select
menus
Determine AV requirements
 Make arrangements with
facility or others to ensure
needs are met
Determine Set up requirements
 Work with facility or others to
ensure needs are met
 How do you want the tables
Completion Date
1
Completion Date
ANR Communications | 310 Agriculture Hall | Michigan State University | 517-353-3175 | http://anrcom.msu.edu




and chairs?
What facilitation materials
are needed?
Internet?
Access to Power?
Sound?
1-2 months before event or more depending on size of event
Item
Target Date
Double Check that all Contracts
are signed and returned
Review Speaker assignments and
Needs
 Make sure there is someone
from the committee
assigned to host each
presenter/speaker if there
are multiple speakers
 Determine the needs of the
speakers – computer,
projector, sound,
microphone, etc.
Completion Date
Review Menus and setups – make
sure they still work based on current
registrations
Monitor and manage registration
list
 Double check to ensure
payments have been made
 Email billings to balance
dues to try to collect all
money before event
 Cancel duplicates
 Answer participant
questions
Start Assembling Materials
 Educational Materials
 Folders (if needed)
 Create nametag template
 Agendas
 Invoices/paid receipts
 Other materials
Do a final run through of the facility
 Check on best layout for
meals
 Check for enough electrical
outlets
 Plan where you want
registration
 Let facility know who VIP’s /
Speakers are if appropriate
 Confirm Guest List with Hotel
if needed
ANR Communications | 310 Agriculture Hall | Michigan State University | 517-353-3175 | http://anrcom.msu.edu
2
10 to 15 Days Before Event
Item
Create Checklist of what you need
to pack for event (keep adding to
it as event gets closer)
 Start creating a pile of
things that need to go with
you in one spot so it is ready
to go
 Start tracking registrations
each day canceling
duplicates, double
checking payments
Create Supply Box:
 Tape
 Scissors
 Pens
 Sharpie Markers
 Thumb Tacks
 Sticky notes
 Memory stick
 Pins
 Stapler, staples
 Paper
 Receipt books
 Batteries
 Anything else you might
need
Create hot list of critical phone
numbers
Create any signage needed for
event
3 Days Before Event
Item
Create Master Notebook
 Run Registration List
 Run Balance Due List
 Run copy of invoices by
number
 Copy of all materials
 Check list
 Copy of All Contracts
 Any detail lists or reports to
make each section function
Target Date
Completion Date
3
Target Date
Completion Date
Make Name Tags (put with folders)
Make stickers for tops of folders if
needed – with name and
information of participants
Print Invoices (alpha order) and put
in folders
Turn in Guarantee’s to facility
(usually this is at the 3 business days
ANR Communications | 310 Agriculture Hall | Michigan State University | 517-353-3175 | http://anrcom.msu.edu
before event time)
Get Cash to make change if
needed
Reconfirm with speakers or if you
have hosts touch base with hosts to
ensure everything is all set with
speakers
Send Participant names to speakers
if needed
Type instructions for staff to work
registrations or other stations (do a
walk through in your head and add
lots of details)
Get presentations from the
speakers, if possible, in order to
preload them on the computer.
1 Day Before Event
Item
Pack all materials
Pack extra packets, name badges,
etc.
Double check registration list and
balance dues – update any
invoices, etc.
If possible, go over instructions with
volunteers - best if done onsite
Double check to do list – and make
sure everything pre-event is
complete
Walk through event in your head
think about challenges and
solutions – make a list so if they arise
you can quickly refer to the list to
address it
Preload any presentations onto the
computer.
Days of Event (especially day 1)
Item
Unload everything and Check in
with hotel/facility staff
 Ask for business cards or
contact numbers
Get out your master notebook and
follow your checklist
Set up registration area
Set up presentation rooms
Welcome guests and handle
registrations
 Accept payments
 Make note of those paying
to follow up after event
 Answer questions as
Target Date
Completion Date
4
Target Date
Completion Date
ANR Communications | 310 Agriculture Hall | Michigan State University | 517-353-3175 | http://anrcom.msu.edu
needed
Help speakers get set and
comfortable with room
Ensure all necessary AV equipment
is in place and functioning
correctly.
Run through each day in your head
think about challenges and what
solutions exist
Double check that everything is set
for each transition at least one hour
before the transition happens to
make sure everything is set
After the Event
Item
Follow up on Balance Dues
Send out evaluation if not done
onsite
Write thank you letters to speakers
and others who need thank you
letters
Pay invoices
Finish Budget with actuals
Synthesize evaluations
Write MIPPRS Report
Be sure to add to your check list
anything you think you might have
missed so you have it for next year
Be sure to put your master
notebook in order for next year
Target Date
Completion Date
ANR Communications | 310 Agriculture Hall | Michigan State University | 517-353-3175 | http://anrcom.msu.edu
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