Timeline

Planning an event, in many ways, is about staying organized. Creating a planning calendar from the beginning will help you stay on track, regardless of the event's size or complexity.

Ideally, planning a highly complex event should begin one year in advance. Sometimes, however, you may not have this much time, or the event is smaller in scale and requires less advanced planning. Start where you are to create a planning timeline that fits your needs. Remember, simpler events require less time, so don't get overwhelmed!

A detailed checklist is just as important as your timeline. A downloadable version of our consultation form can serve as an evaluative tool for you to determine the needs of your event and create your checklist.

Tip: Smartsheet is an event planning and project management service used by the CNS Events Office. Smartsheet allows for efficient collaboration, user administration, solution building, and convenient integrations with document sharing programs such as; Gsuite, Box, Office 365, and API calls. Find free training tools here.

If you are looking for a lower cost or free platform, Basecamp is also a CNS Events recommended program. Easily assign tasks and due dates, virtually check-in on progress, and efficiently collaborate with your team. Basecamp offers a free trial for 30 days for any user, plus free use for students and teachers.

SAMPLE EVENT PLANNING TIMELINE
PRE-PLANNING TASKS 12-18 Months Before Event FOR LARGE-SCALE or COmplex EVENTs 6-12 MONTHS FOR SIMPLER EVENTS
• Select potential date options & verify against CNS calendar, University calendar, and religious holidays calendar to ensure no major conflicts.
• Select final dates.
• Research potential venues (locations).
• Visit the venues for a site inspection (walk-through).
• Finalize venue selection.
• Determine if multiple bids are necessary for any service based on $15k - $50K expenditure.
• Negotiate with and get signed contract from venue.
• Request a Certificate of Insurance naming the University additonally insured from facility or caterer.
• Reserve hotel accommodations if necessary.
• Prepare a preliminary budget.
• Define your audience.
• Develop a program.
• Contact appropriate associations and publications to begin the process of promoting the event.
12 Months Before Event FOR LARGE-SCALE OR COMPLEX EVENTS 4-6 Months for simpler events
• Determine theme/title of the event.
• Identify planning committees, define committee responsibilities, and select chairpersons.
• Begin search for speakers or other entertainment/program options.
• Plan business and social agenda.
• Establish event budget.
• Determine cost to attendees, if appropriate.
9-12 Months Before Event 3-4 MONTHS
• Contract with speakers or other entertainment/program options.
• Develop invitation list from various sources.
• Review program with venue representative.
• Review Zero Waste Events Checklist and implement tasks
6-9 Months before event 6-8 Weeks
• Send first mailing or save-the-date-announcement.
• Design and prepare a printed invitation or program if appropriate.
• Design other print materials (registration packets, signs, badges, etc.) if appropriate.
• Maintain contact with speakers and identify audio-visual needs, obtain biographical material for programs and/or registration packets.
• Review program with key participants.
• Review and refine budget and committee assignments.
3-5 Months before event 2 MONTHS
• Establish on-site registration or check-in procedure.
• Select on-site personnel.
• Submit OOEF.
• Plan and confirm special event logistics- food and beverage, room set-ups, décor, florals, linens, etc.
• Begin preparation of name badges, registration material, and signage.
• Continue contact with speakers. Confirm their presentation needs and travel/accommodation arrangements.
• Mail invitations and correspond with participants if appropriate.
• Review and refine budget.
• Develop attendance list from initial responses; address problem areas where responses are lower than expected.
• Develop press releases or other communications plans as appropriate.
2-6 Weeks Before Event
• Finalize broad agenda.
• Create detailed timelines for each day or component.
• Develop daily staffing schedule and share with on-site personnel.
• Track attendance using an Excel spreadsheet. Note who is attending, who declined, meal choices, special accomodations, etc. all in one place.
• Select final food and beverage selections. Don’t forget any guests’ dietary restrictions.
• Submit Request to Serve Alcohol.
• Submit Food Distribution Request.
• Confirm all audio-visual arrangements.
• Confirm all room set-up arrangements.
• Review all planning committee activity and make appropriate final assignments to committees and/or individuals.
• Confirm parking and transportation requirements.
• Confirm any special ADA accommodations.
• Have final program printed.
• Complete registration packets.
1 Week Prior
• Finalize attendance list and let your vendors know how many people you are expecting.
• Confirm arrangements with all vendors: catering, A/V, rentals, speakers, etc. Send them a detailed event timeline (also known as an event recap) to ensure everyone is on the same page. Also include a list of everyone's phone numbers for day-of contact.
• Call or email attendees to remind them of the event and to confirm details.
2 Days Prior
• Walk through the program at the event site.
• Review program with facility manager.
• Review all details of event recap and assemble pull list (all materials & tools you will need to bring with you on the day of the event).
• Have pre-event meeting with all appropriate personnel servicing the event.
Day-of-Event
• Arrive at least ½ hour before your vendors arrive and at least 2 hours before your guests are slated to arrive.
• Designate an area for guest inquiries and issues.
• Be sure to stay until the last guest has departed, all vendors are finished breaking down and the venue has been cleared and cleaned.
Post-Event
• Send a survey to attendees so you can gather feedback on the event.
• Send thank-you notes to vendors who did an outstanding job, and to all speakers/panelists, volunteers, etc.
• Ensure all invoices are paid in a timely manner.
• Create a final budget with all expenses.
• If event will occur again, create notes for future reference regarding what went well and what can be improved upon incorporating participant, staff, and volunteer feedback.

Events

Timeline

SAMPLE EVENT PLANNING TIMELINE

PRE-PLANNING TASKS

12-18 Months Before Event FOR LARGE-SCALE or COmplex EVENTs

6-12 MONTHS FOR SIMPLER EVENTS

12 Months Before Event FOR LARGE-SCALE OR COMPLEX EVENTS

4-6 Months for simpler events

9-12 Months Before Event

3-4 MONTHS

6-9 Months before event

6-8 Weeks

3-5 Months before event

2 MONTHS

2-6 Weeks Before Event

1 Week Prior

2 Days Prior

Day-of-Event

Post-Event