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Committee Work
General EVENT SCHEDULING PLAN
6
months to 12 months before Event
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Consideration/Element
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Comments/Decisions
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Purpose
of Event determined
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Potential
site location visited
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Theme
chosen
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Chairperson
selected from committee
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Gather
cost estimates for Budget
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List
items sought to be underwritten
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Check
for proposed date to avoid conflicts
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Finalize
date in writing
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Begin
designing brochure, invitation, etc.
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Develop
press release packet and calendar listing
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Gather
bids for decorations and theme enhancements
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Determine
co-sponsors
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Select
entertainer, keynote, special guest
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Compile
mailing list, data base, email listings, etc.
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Approach
honorees, dignitaries, VIP’s, etc.
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Investigate
the need for special permits, licenses, insurance, etc.
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Select
photographer for event; arrange for photo session and assignment
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Gather
biographical data from speakers, honorees, VIP’s, etc.
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Gather
written contracts for site, catering, entertainment, decorations, etc.
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Finance
committee drafts initial budget
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Determine
Monthly Committee Dates
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3
months to 6 months before Event

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Prepare
final copy for brochure, invitation, campaign poster, etc.
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Complete
mailing list
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Request
logos form corporate sponsors
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Compile
a listing of names, agencies, corporations for sponsorship and
acknowledgements
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Order
plaques, certificates, trophies, other awards or gifts
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Finalize
sponsorship and donor list with follow-up letter
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Sign
contracts
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Obtain
PSA agreements with radio, television, newspaper
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Determine
menu with caterer
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Finalize
equipment needs list
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Select
assistants, facilitators, runners, helpers (make assignments)
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Other:
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2
months before Event
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Mail
invitations, registration forms, brochures, etc.
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Distribute
posters
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Confirm
PSA’s, and media participation
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Review
needs for signs at registration, room indicators, maps, hall markers,
etc.
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Release
press announcement about VIP’s, keynote, honorees, special guests
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Follow
up to confirm sponsorship
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Hold
walk-through of event with committee members and assigned site helpers
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Other:
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1
Month before Event
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Put
together audience/attendee packets
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Put
together training materials
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Organize
a VIP welcome packet
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Provide
caterer with an estimate of guests expected
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Review
script
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Confirm
transportation needs (make assignments)
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Confirm
airline
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Confirm
hotel
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Confirm
security needs
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Prepare
name tags and VIP tags
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Assign
head table seating
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