Author: Scott
Last saved by: Joseph Gendron
Company: Grizli777

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 | Completion 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 | Completion 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 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 | Completion 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.

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

10 to 15 Days Before Event
Item | Target Date | Completion Date

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 | Target Date | Completion Date

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

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 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 | Target Date | Completion Date
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 | Target Date | Completion Date

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 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 | Target Date | Completion Date
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 | |