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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

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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