event planning timeline outline & tipsingallsagency.com/documents/sampletimelines.pdf · page 1...

of 8

CATEGORY SUB-CATEGORY TASK MONTHS PRIOR

DAYS PRIOR

Logistics Reserve date and location. 14

Logistics Finance

Create detailed event budget, get input from Committeemembers, and other key individuals. Reflect any significantchanges. Use prior year's actual as starting point. Continuallyupdate and refer to budget during planning process.

13

Logistics GeneralDecide "basics" including costs, hours of operation, new ideas,etc…

13

Marketing PrintDevelop print schedule for all local and regional publications.Reference this list throughout the planning period to ensure timelyposting and ad submission.

12

Marketing Web

Post to appropriate horizontal websites e.g. Myspace, FaceBook,YouTube, backfence, Craigslist etc. Post to appropriate andavailable geographical web sites e.g. local Chamber ofCommerce, local newspaper, City or municipality, downtownredevelopment, Visitor & Tourism (state and local). Vertical websites e.g. musical genre (Blues, Jazz, etc.), running web sites, etc..Get posted on Sponsor web sites!

12

Marketing PrintDevelop or re-design logo. Update position statement ormarketing slogan and/or "theme."

12

Logistics GeneralPrices & fees need to be finalized. Festival admission charge?Children free? Beer/Wine/Merchandise prices? Vendor fees?

12

SponsorsObtain cash and in-kind corporate sponsorship. Present eachsponsor with a proposal containing "activated" and creativepromotional elements.

12

Marketing Print/ElectronicSchedule meetings with media for potential sponsorship and/or adspace.

12

Event Planning Timeline Outline & Tips

Revised Nov. 2007 Created by EventZone *applies only if festival charges admission

of 8


DAYS PRIOR

Volunteers Committee

A committee needs to be formed and should consist of individualswho are knowledgeable in the theme and/or music, events andfestival production, or are interested in contributing to thecommunity.

12

Volunteers CommitteeSelect a committee member to head-up areas including, VA ABCManagement, Parade (2), Volunteers, Producer (Stage/Music),Admissions, Vendors, publicity, etc…

12

EntertainmentMusic (& Other)contracts

Obtain all contracts ASAP. Review for accuracy. Make anyneeded changes and send back to agent/mgr. Obtain signedcopy. Review Technical Rider with Producer, backlinerequirements and hospitality needs.

11

Entertainment Sound/LightingObtain copies of all band's stage plots to asses sound needs. Beginbidding process for Sound and Lighting for festival entertainmentand review stand during parade.

11

Entertainment Music Arrange entertainment line-up and set changes based on setlengths.

10

Entertainment OtherSecure all entertainment such as bands, dancers, strollingperformers, etc…

10

Logistics InsurancePurchase liability and alcohol liability insurance and obtaincertificate of coverage. Make lots of copies.

10

Marketing Web

A website needs to be developed that will offer all general anddetailed event info, volunteer/vendors/ sign-up, parking,directions, ticket information, dates (use year), times,entertainment, etc. Update continually.

10

Marketing Public Relations

Send press release to local media announcing the new event.Throughout the planning period, periodically send new pressreleases with updates, human interest stories, etc… to continueexposure and editorial leading up to the event.

10

Marketing Media Confirm TV and Radio sponsors. 9

MarketingApproach other events and organizations to possibly cross-promote at each other's events.

9


of 8


DAYS PRIOR

Food & Beverage Food Vendors Send "save the date" mailing to potential food vendors. 9

Logistics BannersMake space reservations or complete any necessary permitsinvolved with hanging a banner or signage.

9

Merchandise Crafters Send "save the date" mailing to potential crafters. 9

Marketing PrintContact regional billboard company to discuss rates andcoverage area. Ask about in-kind sponsorship.

6

Marketing Print Contact public transit system to discuss bus advertising. 6

Entertainment Contract RidersBegin securing all needed back-line requirements (organs, drumkits, etc…)

6

EntertainmentMusic (& Other)riders

Re examine entertainers' contract riders. Begin to makearrangements to fulfill all requirements.

6

Logistics FinanceFind location to serve as a bank that is close to festival site butsecure.

6

Logistics Security Hire security. 6Logistics Order radios. 6Volunteers Send mass "save the date" mailing/email. 6Merchandise Crafters Send registration form to potential crafters. Set deadline. 6

Food & Beverage Alcohol Arrange a TIPS training course to train ABC Managers. 6

Food & Beverage Food Vendors Send application mailing to potential food vendors. 6

Entertainment MCsConfirm MC's. Schedule either radio or TV sponsor personalities (orhire.)

4


Secure hotel rooms for all artists (hopefully through a hotelsponsor.) Pay careful attention to any special requests. Getconfirmation numbers and pass on to agent/mgr. ASAP

3

Marketing PrintOrder all print materials, including informational posters,commemorative posters (?), postcards and/or flyers, brochures,etc...

3

Marketing Radio Approach radio to discuss live, on-air time. 3Logistics Banners Order banner(s) to hang over street, or in other large area. 3


of 8


DAYS PRIOR

Logistics FinanceRecruit financial staffing company or trusted volunteers to workfinance and handle money.

3

Logistics PermittingComplete assembly permit and submit, with certificate ofinsurance and map, for approval.

3

Logistics Permitting; alcoholComplete state alcohol permit application and submit with map,security plan, and (when possible) approved city alcohol permit.

3

Logistics Security Hire off duty police or private security for festival/event. 3

LogisticsOrder porta-poties, dumpster (if needed), trash boxes and liners,hand washing stations, and grease trap.

3

Logistics If needed, line up golf cart. 3

LogisticsRecruit loading, set-up and break-down help from area groups,high school clubs, inmates, etc…

3

Logistics

Develop map of festival lay-out illustrating all main areas of thefestival including: food & beverage locations, handicappedaccess and seating, stage(s), parking, potties, vendors, etc... Giveto committee and post on website. Add details as event getscloser.

3

Merchandise Order T-shirts (to sell and for volunteers.) 3Merchandise Order party favors - hats, beads, etc… 3Volunteers Send recruiting mail/email w/ sign-up instructions. 3

Food & Beverage Alcohol Order beer and set up truck arrival time. 2

Food & Beverage Alcohol Order wine and set up delivery time. 2

Marketing Research PSA possibilities with local media and organizations. 2

Marketing Confirm photographer (either professional or volunteer). 2Marketing Media Provide info for "spot" production. 2

Logistics Permitting; alcoholComplete city alcohol permit application and submit forapproval.

2

Logistics Insurance If needed, purchase weather insurance policy. 2Logistics Create or order (or print) all needed signage and banners. 2


of 8


DAYS PRIOR

LogisticsPermitting; Health Dept..

Submit necessary paperwork to Health Dept.. notifying them of theevent and information regarding attending food vendors.

2

Food & Beverage Soft drinks Order drinks and confirm time of delivery. 2

Food & Beverage Order ice truck or cooler and arrange delivery time. 2

Food & Beverage Alcohol Secure ABC manager shifts. 1

Marketing* Radio Provide station with tickets to give away on-air. 1

Marketing*Develop and distribute coupons for the downtown community,student discounts, etc…

1

Entertainment Sound/Lighting Asses all logistical needs for sound from sound company as well asany special need from band (drum risers, etc…) and secure.

1

Food & Beverage Secure commercial coffee maker and supplies. 1

Logistics Trash Arrange trash pickup. 1Logistics Trash Arrange recycling kiosks at event. 1Logistics Arrange on-site electrician. 1

LogisticsArrange any required rentals (tents, tables, chairs, etc… ) and setup time.

1

SponsorsContact sponsors reminding them to get their banners made orready (provide dimensions as needed). Also remind them toprovide pre-recorded announcements.

1

SponsorsConfirm what sponsors will be displaying at the festival and theirlogistical needs.

1

Sponsors*Complimentary tickets and all other promised supplies, as well asposters and other publicity materials, need to be delivered to allsponsors.

1

Volunteers Make free drink, etc… coupons for volunteers. 1

Volunteers Develop detailed volunteer instructions for all volunteer areas. 14


of 8


DAYS PRIOR

Entertainment Music Write welcome letter to all performers. 14

EntertainmentMusic riders

Confirm back-line arrangements and delivery. 14


Arrange any required transportation. 14

EntertainmentMusic(& Other)riders

Begin fulfilling meal riders. Make arrangements to either providerequired meals or secure a buy-out.

14

Logistics Insurance Re-confirm receipt of weather insurance policy. 14

Logistics Permitting; alcohol Follow up on all permits and confirm receipt. 14

Logistics Purchase decorating supplies. 14Merchandise Make signage with prices of merchandise. 14Sponsors Collect all sponsor banners. 14Sponsors Deliver all comp. tickets, etc… 14

Volunteers Send confirmation letter/email with shift times, job details, etc… 14

Logistics Develop a "to buy" list: coffee mixers, decorations, liquor, etc… 14

Logistics

Develop a logistics supply list: zip ties, trash cans/boxes, trash liners,tents, tables, chairs, weights or stakes for tents, tent sides, extensioncords, barricades, barrels for Pepsi, lights (bulb, stand, Christmas,clamp).

14

Entertainment MCs

Develop talking points and stage announcements for MCsacknowledging sponsors, volunteers, etc. Also produce CD of pre-recorded announcements to air at event (confirm sound crew willhave CD player).

7

EntertainmentMusic (& Other)riders / finance

Arrange artist payments with finance mgr. Make sure all paymentsare in desired form (cash vs. check) and are at venue to give toartist. Make sure to have each artist fill out all tax information priorto payment.

7

EntertainmentMusic (& Other)riders/backstage

Secure all required backstage supplies including food, drink,towels, coffee and coffee maker, etc…

7


of 8


DAYS PRIOR

EntertainmentMusic (& Other)backstage

Prepare packets for each band/artist with any required passes,tickets, wristband, welcome letter and optional gifts. Give to stagemgr. for distribution.

7

Food & Beverage Alcohol Fax copy of ABC license to wine and beer distributor. 7

Food & Beverage Alcohol Purchase liquor and supplies. 7

Logistics Finance Gather all money supplies including cash boxes, etc… 7

LogisticsPermitting; Health Dept..

Prepare supplies for any needed Health Dept.. requirements suchas hand washing stations, tarps, etc…

7

LogisticsMake All Access Passes for committee members, stage hands,etc… On committee's, add a contact cell phone list on the back.

7

Logistics Develop a set-up plan for volunteers to reference morning of. 7

Logistics

Develop an in-office supply list : ABC License, markers, tape, pens,scissors, cash boxes, zip ties, bottle openers, napkins, paper towels,safety pins, caution tape, beer tickets, t-shirts and merchandise,ticket boxes, hand stamps, wristbands, decorations, pool noodles,staple gun and staples, cups for wine and Irish Coffee, first aid kit,water key, credit card machines, other important keys, marshalribbons, volunteer coupons, release forms, radios, band andcommittee packets.

7

Volunteers CommitteeDevelop packets for each committee member including a radio, T-shirt, AA pass, map of lay-out, and any supplies relevant to theirarea.

7

Sponsors*"Comp" list needs to be developed and give to admission gatesfor free admission.

7

Logistics FinanceBe sure to have all needed checks including all pipe and regularbands, beer, and wine distributor.

1

Logistics Finance Get starting cash from bank. 1


of 8


DAYS PRIOR

Volunteers*Volunteer list needs to be developed and given to admissiongates for free admission.

1

EntertainmentMusic riders

Pick up all backstage food (deli trays, coffee, etc…) day of

Food & Beverage Food VendorsObtain certificates of insurance (and unpaid fees) from all vendorsprior to event start.

day of

Logistics Erect signage at shuttle stops for parade participants. day of

Volunteers*Be sure to provide admissions gates with examples of all comptickets, coupons, etc…

day of

Food & Beverage If NOT having ice truck or cooler, pick up bags of ice. day of

Merchandise Backstage Have stage manager get posters signed by bands to sell. day of

VolunteersMake all volunteers sign check-in list; minors must sign release form.Give volunteers all coupons, t-shirts, area instructions, etc…

day of

Volunteers* Upon check in, all volunteers need to be stamped for admission. day of

Sponsors Return all sponsor banners. postSponsors Send thank-you's. post

Volunteers CommitteeOrganize an appreciation party for committee and "key"volunteers. Send thank you notes.

post


SAMPLE TIMELINE

Days from Event TASKS

Person Responsible

Due Date

Date Done

360 Select Tournament Date Select Course and Negotiate Contract

330 Finalize Tournament Logo/Brand Identity

270 Send out "Save the Date" to Players, Sponsors, Volunteers Identify Committees for Your Event Solicit Committee Members Develop Tournament Budget and Objectives Determine Committee Meeting Dates and Location

Post Event in GolfDigestPlanner.com National Golf Event Database

240 Develop Agendas for Committee Meetings

Hold Scheduled Committee Meeting Develop Sponsor Packages 1st Round Phone Calls to Sponsors - Begin

210 Develop Agendas for Committee Meetings Hold Scheduled Committee Meeting YTD Budget Review 2nd Round Phone Calls to Sponsors Begin to Solicit Items for Auction and Raffle

180 Develop Agendas for Committee Meetings Hold Scheduled Committee Meeting Review Expense and Revenue Projections vs. Objectives Develop Press Release and Media List for PR

Solicit a Hole-in-One Sponsor and Purchase Hole-in-One Package

Contract a Photographer or Find a Volunteer to Take Photos Continue to Solicit Auction and Raffle Items

150 Develop Agendas for Committee Meetings Open Website for registration - support with e-mail blast Hold Scheduled Committee Meetings YTD Budget Review Send Solicit letters/invites to celebrities & dignitaries Order Photography Plaques (or when Sponsor confirms)

Solicit Donation of Sponsor/Players Gifts or Establish Gift Budget

Invoice Sponsors YTD, send confirmation letter, req. logos/ads

120 Develop Agendas for Committee Meetings Hold Scheduled Committee Meetings Committee Meeting @ Golf Course Finalize Details with Golf Course YTD Budget Review Layout Event Program for Sponsors to Display Advertisements Order Arrival Gifts (or when Committee decides) Order Sponsor Gifts (or when Committee decides) Invoice Sponsors YTD, send confirmation letter, req. logos/ads

90 Develop Agendas for Committee Meetings Hold Scheduled Committee Meetings YTD Budget Review Finalize Event Program - Confirm Sponsor Ads Finalize Thank You cards Invoice Sponsors YTD, send confirmation letter, req. logos/ads

60 Develop Agendas for Committee Meetings Hold Sponsor Lunch with Potential Sponsors Invited Hold Scheduled Committee Meetings YTD Budget Review Discuss volunteer assignments Order Signage - Banners, Hole Signs, Golf Cart Signs, etc. Confirm Signage Inventory, Assign sponsor holes Confirm Photography & Plaques Order Awards Confirm celebrity emcee

30 Hold Scheduled Committee Meetings Finalize Event Program and Event Day Printed Materials Confirm Arrival Gift delivery Confirm Sponsor Gift delivery Event Logistics - radios, volunteer name tags, Finalize Award program (script) and send to emcee Develop Agendas for Committee Meetings Send out event reminder with dates, directions to everyone Committee Meeting YTD Budget Review Review all print materials Review all gifts/prizes Design player information sheets Finalize pairings/player roster Arrange HIO vehicles Design / print bid sheets Finalize pairings/player roster Arrange HIO vehicles Design / print bid sheets

Design / print bid sheets

7 days Send pairings / player roster to Golf Course Send out e-mail reminder to Players, Sponsors, Volunteers

1 day Deliver all signs, gift, prizes and awards to the course

Event Day Set up Welcome Banner and Directional Signs

Hold Volunteer Meeting Set up Registration, Mulligan and Raffle ticket sale area Meet with employees to go over event agenda Set up all signage Set-up arrival gift area Set-up silent auction area with items & bid sheets Confirm carts have sponsor signs, itinerary cards, etc. Check all sponsor signs on course Check contest holes Assign Photographer Location Raffle volunteers Scoreboards Set-up awards table and prizes Assist with awards ceremony Silent Auction Close Out

After Event

Review all cost from the golf course Finalize any auction item collections/deliveries Sign Contract & Deposit with Golf Course for next year Final Committee Meeting - Debriefing Deliver Sponsor Thank You Gifts

Send E-mail Thank You and Survey to Players and Volunteers Summarize Financial Results

Sample Event Timeline—Silent Auction

Four-six months before event Assigned To Completetion DateSelect chairman, steering committeeRecruit subcommittee membersSet event budgetSet and confirm date, time and placeDetermine goal of event and event nameDecide on event logoBegin work on promotional materials

Four months before event Assigned To Completetion DateApproach corporate and media sponsorsConfirm sponsors

Three months before event Assigned To Completetion DatePrepare media materials, PSAs, posters, brochures, banners, etc.Reserve equipment rentals, confirm facility fees and permitsDesign invitationsRecruit local celebrity as honorary event spokesman

Two months before event Assigned To Completetion DateDistribute PSA's to radio and TV stationsRecruit entertainmentConfirm foodDistribute invitationsBegin recruiting volunteers for day of event

Six weeks before event Assigned To Completetion DateOrder prizes for goody bags or have them donatedSend out invitations to eventContinue recruiting volunteers for day of event

One month before event Assigned To Completetion DateBegin running promotional articles and PSA'sSet up intervies for newspapers, TV and radioPrepare signage

Reconfirm ALL commitmentsMake a dry run through of event

Two - three weeks before event Assigned To Completetion DateSubmit newspapers community events and advertisements

One week before event Assigned To Completetion DateConfact media for day of event coveragePut together registration packetsPick up goody bag items

Day of event Assigned To Completetion DateSee Volunteer Task List: Day of Event

One week after event Assigned To Completetion DateMail thank you letters to sponsors, volunteers, and community partnersCommunicate final event participation count and amount of money raised to all sponsorsSecure committee feedback and suggestion for next eventOrganize event binder for next year including suggestions and feedback

Fundraising and Development

TCA Tool-kit 55

Special Events Timeline

12 months before event:12 months before event:12 months before event:12 months before event: • Appoint Event Chair(s) • Determine the purpose of your event. (Fundraiser or donor development) • Establish a theme for the event • Establish the BUDGET: expenses and revenue

• Your event can be priced to attract fewer people at a higher price, or more people at a lower price. Sometimes exposing the organization to a broader group of people is more important than reminding your loyal patrons how wonderful you are. Be sure to consider these costs:

Venue & service Labor Publishing costs Special equipment Entertainment Decorations Acknowledgment

• Event chairs determine and appoint Key Committee Chairs:

• Corporate Relations/Sponsorships Chair (immediately) • Volunteer Coordinator Chair (no later than 9 months before event) • Media & Public Relations Chair (no later than 7 months before event)

• Event Chair(s) - Appointing specific committee chairs helps distribute the work However,

event chairs guide the overall purpose and vision of the event and cannot avoid working closely with each chair.

o Schedule timeline: • Create a timeline highlighting the important aspects of the event • Determine absolute deadlines and plan accordingly to achieve them.

(Example: If reservations must be received by Nov. 24, the invitation must be mailed 4 to S weeks earlier. Furthermore, the invitation needs to be to the printer 2 weeks before that, and design time can take up to 3 weeks. So far, this is 9 to 10 weeks out from date event)

o Determine guest list. (This will influence price per person costs.) • Be sure your guest list comprises appropriate people that will realize the

purpose of your event. (Example: the more ritzy the event, the more affluent the guests.)

• Start spreadsheet tracking: formal names, addresses, and phone numbers. This is the start of your guest list.

• Use names from the organization's general patron list o Determine Where and When

• Establish location, time & date (this is vital to the planning) • Book venue: make deposits and sign contracts if necessary


TCA Tool-kit 56

9 months before event9 months before event9 months before event9 months before event • Initial committee meetings begin

o Appoint last Committee Chairs

• Logistics Committee Chair • Invitation Committee Chair • Decorations Committee Chair • Auction Committee Chair • Menu Committee Chair • Entertainment/Program Committee Chair

Individual committees begin to plan the details of each area and adhere to budget constraints determined by Event Chair(s)

• Logistics Committee Determine flow and timing of event Determine volunteers needed Brainstorm ideas for new and unique experiences

• Invitation Committee Determine style (in-house? paper choice? professional print job?) Choose design Identify printer Choose and order paper. Be sure paper to be used will allow for the desired effect. Determine whether you will mail invitations first class or bulk

• Decorations Committee Begin to determine theme Start cost evaluations

• Auction Committee Identify financial goal Determine milestones for success (Set realistic goals and evaluate them regularly.) Get lists of past merchant donors Divide list among committee Design a solicitation mailing for auction donations

If goal is large: Include: Letter, Brochure, Return envelope Determine postage needs Be sure to use a clean address list

If goal is modest: Identify desired items and donors Divide solicitations among committee members based on their personal relationships Start asking

• Menu Committee Start brainstorming on menu ideas. Work with caterer on costs Some caterers may invite you to taste a sample of the menu options to help with your decisions


TCA Tool-kit 57

• Entertainment/Program Committee Determine amount of time available for entertainment before or during the event. Determine use of band

o Identify band o Check availability o Book ASAP (Some bands require a deposit)

Speaker/Auctioneer/Master of Ceremonies o Identify personality o Check availability o Book ASAP o Start drafting script

Event chair finalizes all deadlines in each committee and recruits volunteers for their committee.

• Corporate Relations/Sponsorships Chair

o Begin sponsorship solicitations • Mail packets and meet potential sponsors in person • Get high powered, influential people involved in the ask • Follow-up bi-weekly until you get an answer • If corporations are uninterested in sponsoring the event at-large, ask them to

commit to purchase a table at the event or several tickets

7 to 6 months before the event7 to 6 months before the event7 to 6 months before the event7 to 6 months before the event • Event Chair(s)

o Begin monthly meetings for all Committee Chairs (Keep this a standing date to insure attendance.)

o Each committee reports progress and expresses needs o Reconcile Budget

• Go over budget with the Committee Chairs keeping close tabs on what each Committee spends

• Corporate Relations/Sponsorships Chair o Continue with sponsorship solicitations and table/ticket sales o Start to collect sponsor logos for use in P.R. and signage o Ask sponsors to participate in volunteering for event

• Media & Public Relations Chair o Write press releases

• Continue to hold monthly committee meetings • Include Date, Time, Location, name of organization holding event, volunteer

groups involved, purpose of event, celebrities involved, contact information, sponsors

• Working with the Auction Committee Chair actively solicit large auction donations o Items such as cars, trips, art, etc. usually require formal requests


TCA Tool-kit 58

5 months before the event • Event Chair(s)

o Start early ticket sales with board members and high end donors- use their names on the invitation later (be sure to get their permission) • Send letter with benefits of early purchase if necessary • If you plan to list on invitation, be sure to list a deadline for printing purposes

o Continue to hold monthly committee meetings • Go over budget with the Committee Chairs keeping close tabs on what each

Committee spends • Media & Public Relation Chair

o Fax press releases to all newspapers, radio stations & T.V. stations • Corporate Relations/Sponsorships Chair

o Mail second invoices to corporate sponsors (if necessary) • Invitation Committee Chair

Plan invite to drop in the mail 4-S weeks before the event o Begin working with invitation design

• Choose and order paper (be sure paper to be used will allow for the desired effect)

• If you are using bulk mail be wary of busy mailing times: Christmas, Mother's Day, Valentine's Day; this could slow down your mailing

• Including a return envelope will make the RSVP process easier for guests, but will increase expense of invitation.

• Mailing envelope should have a "return service requested" statement. This will be more expensive, but all erroneous addresses will be returned to organization for correction.

• Don't forget to use your organization's logo if possible

4 months before event • Event Chair(s)

o Begin cleaning up mailing list for invitations o Visit event venue o Continue holding monthly committee meetings o Go over budget with the Committee Chairs keeping close tabs on what each

Committee spends

• Corporate Relations/Sponsorship Chair o Report your progress to sponsors

• Decoration Committee Chair o Order necessary decorations o Finalize decoration details with Event Chair

• Order necessary party favors

• Auction Committee Chair o Start collecting donated auction items o Keep an excel spread sheet going with all collected items and information o Make sure to keep all props to return to the donors


TCA Tool-kit 59

3 months before event • Event Chair(s)

o Start bi-weekly Committee meetings o Go over budget with the Committee Chairs keeping close tabs on what each

Committee spends • Media & Public Relation Chair

o Fax second round of press releases o Report progress to sponsors

• Include any new/ early ticket or table buyers

• Logistics Committee Chair o Get volunteers committed for the day of the event o Clarify any parking issues that might be attached to using the venue

• Invitation Committee Chair o Finalize invitation designs- last chance for early sponsor opportunities and

tickets purchases! • Send to printer within two weeks • Allow one week for proofing and approval by committee and organization • Start early label printing if necessary

• Auction Committee Chair o Continue to collect the auction items

• Determine biding procedure for larger items: Live - be sure to book an auctioneer Sealed - start promoting items to guests

o Send out booklet of items collected before the event Silent - Generate bid sheets and determine minimum bids on all items

• Menu Committee Chair o Begin to focus on menu options

• Work closely with caterer • Don't forget to consider special dietary needs of guests • Make menu match the season • Set up time for tasting of the menu if necessary

• Entertainment/Program Committee Chair o Final considerations

• Sound systems • Transporting heavy objects • Get all information to the invitation committee for publication


TCA Tool-kit 60

2 months before the event • Event Chair(s)

o Continue with bi-weekly committee meetings o Go over budget with the Committee Chairs keeping close tabs on what each

Committee spends

• Invitation Committee Chair o Get invitation volunteers together to assemble o Check on available postage first class bulk o Mail invitations

• Entertainment/Program Committee o Confirm entertainment

1 month to 2 weeks before the event • Event Chair

o Begin collecting reservations o Seat guests according to their priority. This can be determined by donation level,

profile in the community, etc. o Final arrangements made and approved for decorations o Reconcile budget o Volunteer coordinator should meet with each committee chair to determine needs o Reconcile Budget

• Corporate Relations/ Sponsorship Chair o Start to design signs for sponsors

• Be sure to use the most updated logo o Report progress to sponsors

• Media & Public Relations Chair o Send another round of press releases

• Be sure to get local society reporters to cover the event (you may need to comp their tickets)

• Decorations Committee Chair o Order flowers o Make sure decorations have been finalized

• Auction Committee Chair o Continue to collect auction items o Print all necessary bid sheets for the auction o Mail mini-auction booklet to confirmed guests to promote items (if budget allows)

• Menu Committee Chair o Confirm menus with the caters

• Be sure all rentals have been requested • Make sure all beverages are set including non-alcoholic beverages


TCA Tool-kit 61

The week of the event • Event Chair

o Fill empty seats with potential donors/sponsors, dedicated committee members or staff from the organization

o Finalize the seating chart o Call each committee chair to check status

• Logistics Committee Chair o Confirm volunteers - tell them where to be and when

• Decoration Committee Chair o Coordinate final plan to deliver decorations

• Auction Committee Chair o Account for all auction items and bid sheets

• Menu Committee Chair o Confirm catering

• Entertainment/program Committee Chair o Confirm entertainment o Confirm arrival times

• Emcee • Entertainment • Volunteers

Day before the event • Event Chair

o Print out guest list in alphabetical order for the check-in volunteers o Generate checks for entertainment and caterer if required

• Media & Public Relations Chair o Deliver signage to event site (any other items that can be delivered early should

arrive in the late afternoon) • Entertainment/Program Committee Chair

o Be sure all necessary sound equipment is delivered early on the day of the event in case of problems

Day of the event • All Event & Committee Chairs

o Arrive for set up o Work in shifts o Be sure all aspects are in place before leaving to get ready o Return to the event (dressed for the evening) 45 minutes before guests arrive

• Logistics Committee Chair o Have volunteer coordinator lead his/her troops o Keep timeline close at hand all evening to check the status

• Decoration Committee Chair o Check the quality of the decorations

• Menu Committee Chair o Walk through event one final time with the caterer

• Entertainment/Program Committee Chair o Have feature entertainment and speakers in place 20 minutes before you need them


TCA Tool-kit 62

Post-event follow up Take time to evaluate your event especially if you plan to repeat it! Don't forget one of the most important aspects of your event: saying "Thank you" to everyone that participated in the event.

• Event Chair o Reconcile budget

• Collect any outstanding money or pledges • Mail or deliver all expenses from event

o Send thank you notes to all committee members o Send a report to all sponsors with a thank you

• Consider having a follow-up thank you party for everyone who participated o Send follow-up communications to all special guests encouraging them to continue

to support the organization o Collect all articles and press clippings o Meet with individual committees 2 to 5 days after the event for evaluation

• Discuss all successes and challenges of event • Offer suggestions to remedy problems • Offer explanations as to why certain things did and did not work • Evaluate whether the event served its purpose • Decide whether you would do the event again

o Save all notes and compile a notebook for reference to future chairs • Include all budget to actual information • Include receipts • Include planning notes from each committee chair • Include all press releases • Include sample letters sent to sponsors • Include sample invitations • Include guest lists

From Ballet Austin Tool-kit

event planning timeline outline & tipsingallsagency.com/documents/sampletimelines.pdf · page 1...

Documents