• Eight Weeks Before the Event

  • Determine the purpose of the event.
  • Determine event sponsors.
  • Choose a tentative date.
  • Check availability of event venue (consider restrictions - no smoking, seating capacity, etc.).
  • Identify the intended audience.
  • Decide on performers, DJs, speakers.
  • Establish initial budget.
  • Conduct community needs assessment
  • Delegate tasks (publicity, logistics, food, speakers, decorations, evaluations, etc.).
  • Reserve space & process special facility requests (ex. Early morning, late night, etc. Consider extra costs.)

• Six Weeks Before the Event

  • Finalize the date, time and location of event.
  • Contract entertainment if needed.
  • Meet with catering for food and beverages.
  • Reserve audio/visual equipment.
  • Order prizes and souvenirs.
  • Make arrangements for ticket sales (distribution, costs, receipts, etc.).
  • Reserve security, if needed.
  • Arrange for transportation (if needed).
  • Arrange for visitor parking (if needed).

• Five Weeks Before the Event

  • Decide on a theme and title of the event.
  • Develop an advertising and publicity plan.
  • Confirm contract requirements and fulfillment of contract riders.
  • Finalize budget.

• Four Weeks Before the Event

  • Proofread advertising (including for copyright matters).
  • Submit request for initial advertisements.

• Three Weeks Before the Event

  • Begin publicity campaign.
  • Begin working on decorations (ordering flowers, banners, balloons, special napkins & plates, plaques, etc.).

• Two Weeks Before the Event

  • Begin posting publicity.
  • Organize volunteers for event.
  • Submit request for final advertisements.

• One Week Before the Event

  • Distribute handbills, emails, signs, flyers for event.
  • Create event evaluations.

• Day of Event

  • Check facility set-up.
  • Decorate.
  • Set-up for ticket sales and program distribution.
  • Distribute and collect evaluations.
  • Pay performers AFTER the event.

• Week After the Event

  • Send thank you notes.
  • Reconcile all invoices.
  • Meet with the event planning committee to evaluate the event.