Committee Work Tasks - Organizing - Goals

EVENT SCHEDULING PLAN

6 months to 12 months before Event

ü	Consideration/Element	Comments/Decisions
	Purpose of Event determined
	Potential site location visited
	Theme chosen
	Chairperson selected from committee
	Gather cost estimates for Budget
	List items sought to be underwritten
	Check for proposed date to avoid conflicts
	Finalize date in writing
	Begin designing brochure, invitation, etc.
	Develop press release packet and calendar listing
	Gather bids for decorations and theme enhancements
	Determine co-sponsors
	Select entertainer, keynote, special guest
	Compile mailing list, data base, email listings, etc.
	Approach honorees, dignitaries, VIP’s, etc.
	Investigate the need for special permits, licenses, insurance, etc.
	Select photographer for event; arrange for photo session and assignment
	Gather biographical data from speakers, honorees, VIP’s, etc.
	Gather written contracts for site, catering, entertainment, decorations, etc.
	Finance committee drafts initial budget
	Determine Monthly Committee Dates

3 months to 6 months before Event

	Prepare final copy for brochure, invitation, campaign poster, etc.
	Complete mailing list
	Request logos form corporate sponsors
	Compile a listing of names, agencies, corporations for sponsorship and acknowledgements
	Order plaques, certificates, trophies, other awards or gifts
	Finalize sponsorship and donor list with follow-up letter
	Sign contracts
	Obtain PSA agreements with radio, television, newspaper
	Determine menu with caterer
	Finalize equipment needs list
	Select assistants, facilitators, runners, helpers (make assignments)
	Other:

2 months before Event

	Mail invitations, registration forms, brochures, etc.
	Distribute posters
	Confirm PSA’s, and media participation
	Review needs for signs at registration, room indicators, maps, hall markers, etc.
	Release press announcement about VIP’s, keynote, honorees, special guests
	Follow up to confirm sponsorship
	Hold walk-through of event with committee members and assigned site helpers
	Other:

1 Month before Event

	Put together audience/attendee packets
	Put together training materials
	Organize a VIP welcome packet
	Provide caterer with an estimate of guests expected
	Review script
	Confirm transportation needs (make assignments)
	Confirm airline
	Confirm hotel
	Confirm security needs
	Prepare name tags and VIP tags
	Assign head table seating
	Formalize Lunch program (or other program) agenda
	Print program or other special handouts
	News release or on-air appearance
	Continue phone follow-ups

1 week before Event

	Meet with committee and helpers
	Hold training session for volunteers (assign duties)
	Follow-up with vendors, table sponsors, etc.
	Distribute additional fliers
	Final walk-through
	Establish amount of petty cash needed for emergencies and to make change
	Write checks for payments due
	Gather receipt book, mobile credit card terminal/equipment, etc.
	Finish packets
	Follow-up with caterer
	Follow-up with site location manager
	Follow-up with VIP’s and guests
	Follow-up with vendors
	Schedule rehearsal if required

Day before Event

	Load up all required materials, equipment, packets, etc.	(obtain permission to set-up in advance)
	Provide or arrange transportation for VIP’s and guests
	Initiate a cock-tail hour for VIP’s and guests
	Recheck all necessary equipment

Day of Event

	Arrive early (have change of clothing)
	Unpack
	Have all volunteers in place
	Setup registration area
	Confirm with caterer and site location manager

Follow-up Meeting

	Return all rentals
	Prepare Event Evaluation
	Compile attendee evaluations
	Complete check writing for payments
	Determine assignments for letters of thanks and appreciation (speakers, media, special guests, volunteers, etc.)
	Organize final files, literature and information on organizing for next event