Event Sample Timeline
12 Months Prior
- Set goal and objectives
- Set date/time
- Prepare sponsor packages and identify sponsors
- Identify key event managers
- Secure location
- Complete initial facility walk-through
- Hire photographer and videographer
9-11 Months Prior
- Begin acquiring key invitation lists
- Produce event budget
- Secure audio-visual company
- Secure caterer
- Inform staff about event and discuss potential involvement in event
- Develop theme
- Begin identifying and contacting speakers/entertainers for interviews
- Identify volunteers
- Complete sponsor pre-sales
- Identify speakers/entertainment
- Obtain any needed permits/licenses
6-9 Months Prior
- Narrow invitation lists
- Complete final plan for staff/volunteer involvement and assignment list
- Complete sponsorships
- Finalize menu
- Finalize speakers/entertainment contracts
- Complete insurance contracts
- Begin volunteer recruitment
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