Event Timeline Template

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September 5, 2021 - Author:

Event Timeline Template

Edit this template to fit your event. Create a timeline for each event and reuse from year to year as applicable.

4-6 months before event or more depending on size of event

Item

Target Date

Completion Date

Create Event Plan

·       Who, What, Why, When

·       Goals

·       Connection to Plan of Work

·       Financial Limitations

 

 

Create a Budget

·       Budget Tips and Tricks and Things to Consider: Go to the website

 

 

Select Venue

·       RFP

·       Contract negotiation

·       Signed Contract

 

 

Book Speakers

·       Speakers above $600 require PSC (Link)

·       May book before venue if speaker is more critical than date or location

 

 

Create Preliminary Agenda of Event

 

 

Post your event on the MSU Extension events calendar

·       Post early and include preliminary information and update once details are finalized

·       https://www.canr.msu.edu/eventservices/training-materials/post-events-in-dotcms

 

 

Create Sponsor Packages If needed

·       Create system for tracking sponsorships

 

 

Send Potential Sponsors Materials

 

 

Do a run through of selected venue if you are unfamiliar

 

 

2-4 months before event or more depending on size of event

Item

Target Date

Completion Date

Create Promotional Materials

·       The marketing checklist provides a list of possible communication and promotional tactics that can be used.

·       https://www.canr.msu.edu/resources/msu-extension-marketing-checklist

 

 

Build and Open Registration System

 

 

Send Promotional materials to potential participants

 

 

Contact caterers or facility to select menus

 

 

Determine AV requirements

·       Plan with facility or others to ensure needs are met

 

 

Determine Set up requirements

·       Work with facility or others to ensure needs are met

·       How do you want the tables and chairs?

·       What facilitation materials are needed?

·       Internet?

·       Access to Power?

·       Sound?

 

 

1-2 months before event or more depending on size of event

Item

Target Date

Completion Date

Double Check that all Contracts are signed and returned

 

 

Review Speaker assignments and Needs

·       Make sure there is someone from the committee assigned to host each presenter/speaker if there are multiple speakers

·       Determine the needs of the speakers – computer, projector, sound, microphone, etc.

 

 

 

Review Menus and setups – make sure they still work based on current registrations

 

 

Monitor and manage registration list

·       Double check to ensure payments have been made

·       Email billings to balance dues to try to collect all money before event

·       Cancel duplicates

·       Answer participant questions

 

 

Start Assembling Materials

·       Educational Materials

·       Folders (if needed)

·       Create nametag template

·       Agendas

·       Invoices/paid receipts

·       Other materials

 

 

Do a final run through of the facility

·       Check on best layout for meals

·       Check for enough electrical outlets

·       Plan where you want registration

·       Let facility know who VIP’s / Speakers are if appropriate

·       Confirm Guest List with Hotel if needed

 

 

10 to 15 Days Before Event

Item

Target Date

Completion Date

Create Checklist of what you need to pack for event (keep adding to it as event gets closer)

·       Start creating a pile of things that need to go with you in one spot

·       Start tracking registrations each day canceling duplicates, double checking payments

 

 

Create Supply Box:

·       Tape

·       Scissors

·       Pens

·       Sharpie Markers

·       Thumb Tacks

·       Sticky notes

·       Memory stick

·       Pins

·       Stapler, staples

·       Paper

·       Receipt books

·       Batteries

·       Anything else you might need

 

 

 

Create hot list of critical phone numbers

 

 

Create any signage needed for event

 

 

 

3 Days Before Event

Item

Target Date

Completion Date

Create Master Notebook

·       Run Registration List

·       Run Balance Due List

·       Run copy of invoices by number

·       Copy of all materials

·       Check list

·       Copy of All Contracts

·       Any detail lists or reports to make each section function

 

 

Make Name Tags (put with folders)

 

 

Make stickers for tops of folders if needed – with name and information of participants

 

 

Print Invoices (alpha order) and put in folders

 

 

Turn in Guarantee’s to facility (usually this is at the 3 business days before event time)

 

 

Get Cash to make change if needed

 

 

Reconfirm with speakers or if you have hosts touch base with hosts to ensure everything is all set with speakers

 

 

Send Participant names to speakers if needed

 

 

Type instructions for staff to work registrations or other stations (do a walk through in your head and add lots of details)

 

 

Get presentations from the speakers, if possible, to preload them on the computer.

 

 

1 Day Before Event

Item

Target Date

Completion Date

Pack all materials

 

 

Pack extra packets, name badges, etc.

 

 

Double check registration list and balance dues – update any invoices, etc.

 

 

If possible, go over instructions with volunteers - best if done onsite

 

 

Double check to do list – and make sure everything pre-event is complete

 

 

Walk through event in your head think about challenges and solutions – make a list so if they arise you can quickly refer to the list to address it

 

 

Preload any presentations onto the computer.

 

 

Days of Event (especially day 1)

Item

Target Date

Completion Date

Unload everything and check in with hotel/facility staff

·       Ask for business cards or contact numbers

 

 

Get out your master notebook and follow your checklist

 

 

Set up registration area

 

 

Set up presentation rooms

 

 

Welcome guests and handle registrations

·       Accept payments

·       Make note of those paying to follow up after event

·       Answer questions as needed

 

 

Help speakers get set and comfortable with room

 

 

Ensure all necessary AV equipment is in place and functioning correctly.

 

 

Run through each day in your head think about challenges and what solutions exist

 

 

Double check that everything is set for each transition at least one hour before the transition happens to make sure everything is set

 

 

After the Event

Item

Target Date

Completion Date

Follow up on Balance Dues

 

 

Send out evaluation if not done onsite

 

 

Write thank you letters to speakers and others who need thank you letters

 

 

Pay invoices

 

 

Finish Budget with actuals

 

 

Synthesize evaluations

 

 

Complete PEARS and any additional reporting requirements

 

 

Be sure to add to your check list anything you think you might have missed so you have it for next year

 

 

Be sure to put your master notebook for next year

 

 

 

Contact: ANR Event Services, events@anr.msu.edu,  (517) 353-3175
https://www.canr.msu.edu/eventservices/events@anr.msu.edu

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Tags: anr event services, msu extension

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