North Carolina Agricultural and Technical State University

Event Timeline Template

4-6 Months Before Event
Item / Target Date / Completion Date
Determine the purpose, format and target audience for event
Create a budget
Select a date
Create working committee
Create preliminary guest list categories
Book speakers
Create preliminary agenda of event
Select and reserve facility
Develop rain plan
Choose caterer
Reserve block of hotel rooms, if necessary
Order favors/souvenirs
Plan promotion and publicity of event to internal and external audiences
2-4 Months Before Event
Item / Target Date / Completion Date
Create promotional materials including invitations
Finalize guest list
Send save-the-date announcements to guests (4 months prior to event)
Contact caterers
Determine AV requirements
Determine set -up requirements
Contact University Police Department
Contact Parking Services
Decide on music, book entertainment
Plan decorations and contact florist
1-2 Months Before Event
Item / Target Date / Completion Date
Confirm all vendors have POs
Review speaker needs
Review menus and set-ups
Send invitations (six weeks prior to event)
Monitor and manage RSVP list
Start assembling materials
Do a final run through of the facility
10 to 15 Days Before Event
Item / Target Date / Completion Date
Create checklist and create supply box
Create vendor contact list
Create any signage
5 Days Before Event
Item / Target Date / Completion Date
Print Invoices
Reconfirm with speakers
Type instructions for staff to work registrations or other stations
Get presentations from the speakers, if possible, in order 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 RSVP list and balance dues – update any invoices, etc.
Go over instructions with volunteers
Preload any presentations onto the computer
Set up presentation rooms
Day of Event
Item / Target Date / Completion Date
Unload everything and check in with hotel/facility staff
Welcome guests and handle registrations
Help speakers get set and comfortable with room
Ensure all necessary AV equipment is in place and functioning correctly
After the Event
Item / Target Date / Completion Date
Follow up on outstanding invoices
Send out evaluation
Write thank you letters
Pay invoices