Event Timeline and Checklist
Not every event will need seven to eight months for preparation.
Lead times can be adjusted and tasks can be added, deleted or moved as needed. For questions regarding checklists or planning an event timeline, contact mgt-events@buffalo.edu
- Hold team meeting to determine event audience, goals and objectives, date and time, location and budget
- Determine event specifics such as number of attendees, event space needs, room setup, catering, A/V needs, rentals, parking and/or transportation, and lodging, if needed
- Research venue options and select venue
- Reserve or rent equipment needed (tables, chairs, trash bins, flags, A/V, etc.)
- Create preliminary event schedule
- Determine registration cost and create registration form
- Create event timeline
- Begin outlining marketing and communication needs
- Create event webpage
- Refine event schedule and share with venue if applicable
- Recruit planning committee and/or volunteers for event day
- Identify and recruit any event speakers
- Create attendee communication plan
- Finalize and publish event website and registration form
- Create catering menu
- Finalize any event equipment reservations or rentals (tables, chairs, trash bins, flags, A/V, etc.)
- Refine event schedule
- Create list of event day materials needed (thank you gifts, pens, etc.)
- Finalize event speakers and/or presentations
- Determine event signage needs
- Continue sending attendee communication
- Create run of show
- Finalize equipment/rentals with venue or vendors
- Finalize event print materials
- Finalize catering menu
- Order event supplies
- Finalize all volunteers for event day and send roles and responsibilities
- Finalize headcount for catering and room setup
- Finalize and confirm room setup
- Compile attendee program materials, nametags and registration lists
- Finalize run of show
- Send attendee communication
- Confirm and pack all event materials
- Complete walk through run of show and review all roles with volunteers, staff and speakers
- Review and confirm all event specifics such as registration area, vendor arrival time, catering drop off time, etc.
- Send event details and reminder to all attendees
- Set up before attendees arrive
- Manage event and troubleshoot any issues that arise
- Send event survey
- Send thank you to all event attendees
- Debrief with event staff
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