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Event Sample Timeline, 3-6 Months Prior

 3-6 Months Prior

  • Begin preparing press releases, media advisories and press kits
  • Develop visitor take-home pieces/event printing needs/banners/buttons etc.
  • Begin preparing invitations
  • On-site meeting with caterer and a/v company to go over specific needs
  • Arrange for security

2-3 Months Prior

  • Finish addressing invitations and prepare for mailing
  • Add invitation to web site
  • Make sure printed materials are available
  • Send save the date information
  • Arrange for valet/attendant parking
  • Complete plans for promotions
  • Complete program/agenda
  • Begin ticket sales 

 4 Weeks Prior 

  • Mail invitations
  • Designate RSVP personnel
  • Complete press kits/press invitations
  • Complete press room arrangements
  • Begin press coverage/talk show arrangements
  • Complete all required printing
  • Complete volunteer recruitment
  • Finalize theme  - decor/floral/signage
  • Finalize seating
  • Finalize registration/welcome

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