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

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

Event Timeline and Checklist

Seven to Eight Months Prior to Event

Four to Six Months Prior to Event

Two to Four Months Prior to Event

One to Two Months Prior to Event

One Month to Two Weeks Prior to Event

Day Before Event

Day of Event

Post Event