6 to 12 months ahead

- Decide event purpose (raise funds, visibility, celebration, etc.)

- Choose a theme

- Visit potential sites

- Research/appoint an event coordinator/manager

- Research/select committees/chairpersons

- Chairperson forms subcommittees

- Get cost estimates (site rental, food, drinks, sound/lights, etc.)

- Get recommendations for entertainment; hold auditions

- Get bids for entertainment

- Get bids for decorations

- Get bids for design/printing

- Get bids for other major items

- Finance committee drafts initial budget

- Decide on admission cost

- Create sponsorship amounts/levels

- List items to be underwritten and possible sources

- Research/approach honorees

- Compile mailing lists

- Check proposed date for potential conflicts, finalize date in writing

- Get written contracts for site, entertainment, etc.

- Develop alternative site (if event is outdoors)

- Consider pre-party event for publicity or underwriting

- Invite/confirm VIPs

- Pick graphic artist; begin invitation design

- Create logo for event with graphic artist

- Order hold-the-date cards or other event announcements

- Set marketing/public relations schedule

- Develop press release and calendar listings

- Select photographer; arrange for photos of VIPs, chairmen, honorees

- Get biographical information on VIPs, celebrities, honorees, chairmen

- Investigate need for special permits, licenses, insurance, etc

 

3 to 6 months ahead

- Begin monthly committee meetings

- Write/send requests for funding or underwriting to major donors, corporations, sponsors

- Request logos from corporate sponsors for printing

- Review with graphic artist invitations, programs, posters, etc.

- Prepare final copy for invitations, return card, posters

- Prepare final copy for tickets

- Complete mailing lists for invitations

- Order invitations, posters, tickets, etc.

- Sign contract with entertainment company

- Make list of locations for posters

- Finalize mailing lists; begin soliciting corporations and major donors

- Obtain lists from honorees, VIPs

- Obtain radio/TV sponsors, public service announcements, promos

- Set menu with caterer for food and beverages

- Secure permits and insurance

- Get written confirmation of celebrity participation/special needs

- Finalize audio/visual contract

- Select/order trophies/awards

 

2 months ahead

- Hold underwriting or preview party to coincide with mailing of invitations; invite media

- Assemble/address invitations

- Mail invitations

- Distribute posters

- Finalize transportation/hotel accommodations for staff, VIPs, honorees

- Obtain contracts for decorations and rental items

- Confirm TV/radio participation

- Release press announcements about celebrities, VIPs, honorees

- Follow up to confirm sponsorships and underwriting

- Obtain logos from corporate sponsors for program printing

- Review needs for signs at registration, directional, etc.

- All major chairpersons to finalize plans

- Hold walk-through of event with responsible committees, chairpersons and responsible site staff members at event site

- Review/finalize budget, task sheets and tentative timeline

- Start phone follow-up for table sponsors (corporate, VIP, committee)

 

 

1 month ahead

- Phone follow-up of mailing list (ticket sales)

- Place newspaper ads, follow up with news media, on-air announcements

- Confirm staff for registration, hosting, other

- Write to VIPs, celebrities, program participants, confirm participation

- Complete list of contents for VIP welcome packets

- Get enlarged site plan/room diagram, assign seats/tables

- Give estimate of guests expected to caterer/food service

- Meet with all outside vendors, consultants to coordinate event

- Review script/timeline

- Continue phone follow-ups for ticket/table sales

- Continue assigning seats; set head table, speaker’s platform

- Confirm transportation schedules: airlines, trains, buses, cars, limos

- Confirm hotel accommodations

- Prepare transportation and accommodations (include arrival time, flight number, airline, person assigned to meet flight)

- Confirm special security needed for VIPs, event

- Prepare welcome packet for VIPs, chairmen, and key staff

- Schedule deliveries of special equipment, rentals

- Confirm setup and tear down times with event site

- Finalize plans with party decorator

- Give caterer revised numbers

- Meet with chairpersons, key staff to finalize any of the above

 

 
1 week ahead

- Meet with all committees for last-minute details

- Finish phone follow-ups

- Confirm number attending

- Finish seating/table arrangements

- Hold training session with volunteers; finalize assignments

- Secure two or three volunteers to assist with emergencies

- Finalize registration staff

- Distribute seating chart, assignments to hosts/hostesses

- Schedule pickup or delivery of any rented or loaned equipment

- Double-check arrival time and delivery times with vendors

- Reconfirm event site, hotel, transportation

- Deliver final scripts /timelines to all program participants

- Finalize catering guarantee, refreshments

- Confirm number of volunteers

- Make follow-up calls to news media for advance and event coverage

- Distribute additional fliers

- Final walk-through with all personnel

- Schedule rehearsals

- Schedule volunteer assignments for day of event

- Establish amount of petty cash needed for tips and emergencies

- Write checks for payments to be made for the day of the event

 
Day before event

- Lay out all clothes that you will need the day of the event

- Recheck all equipment and supplies to be brought to the event

- Have petty cash and vendor checks prepared  

 
Event Day

 

- Arrive early (with change of clothes)

- Unpack equipment, supplies and make sure nothing is missing

- Be sure all VIP’s are in place and have scripts

- Reconfirm refreshments / meal schedule for volunteers

- Go over all the final details with caterer and setup staff

- Check with volunteers to make sure all tasks are covered

We can make your

Langley trip even better.

Call us at 604-888-1477