Sample One-Off Event Timeline

Pre Event
Four Months
Task / Due (Date) / Complete (ü)
Event location/contract secured
Budget finalized
Sponsor outreach started
Timeline and action items agreed upon between organizing parties and/or contracts signed
Three Months
Proffers submitted (if inviting military from hospitals)
Event advertising
·  Flyers
·  E-Mail
·  Mailing
·  Social Media
Interest list of participants initiated, communication started
Instructor outreach initiated
Travel and lodging secured
Two Months
Awards, banners, t-shirts, lanyards, other event materials ordered
Communicate with participants, instructors, etc.
Request certificates of additional insurance (ONLY if required in contracts)
One Month
Press release developed
List of confirmed participants secured, communicated to sports provider
Ensure appropriate equipment will be available
Communicate with participants
Schedule of events developed
Confirm clearances
Flight payments, check requests
Ten Days
Confirmation e-mail
Follow up calls to participants, instructors, key personnel
Event packing check list
Confirm ground transport
Confirm base access (military only)
Confirm travel, name changes, etc (if group flights booked)
Confirm event materials on-time arrival
Follow up with potential media
Day of Event – Prior to Participant Arrival
Coordinator should hold a master list of contact information for all participants (not to be shared without permission)
Ensure banners are hung in prominent location
Final meeting with instructors – ensure they are aware of emergency procedures, last minute changes to schedule, meeting points, etc.
Day of Event – During Event
Waivers –Completed by all participants (including instructors, volunteers, family who may be participating, etc.)
All participants must take part in sport offered (exceptions for illness or injury) and be on time (liaise with therapists). Be proactive to ensure everyone is taking part. Check on absent participants.
Check use of safety gear, assist participants (i.e. helmets, life vests)
Liaise with media so they recognize chapter appropriately and do not impede sports experience offered
Take pictures of the event, particularly with sponsor banners included
Obtain business cards of other prominent sponsors/partners
Network with chapter representatives, sponsors and other participants
Disperse and gather evaluation forms or surveys
Submit any incident report forms within 24 hrs
Participants should not abuse alcohol or drugs or be abusive/disruptive to other participants (please contact group leader/family member immediately if you suspect this to be the case)
Obtain copies of any media coverage for file and/or media business cards
Post Event
After action report completed, saved to server, and provided to key outside partner contacts
Pictures saved to server
E-mail event evaluation, pictures, upcoming calendar events to participants
Database updated with event information and contacts
Thank you cards mailed
Testimonials/Quotes recorded for future marketing materials
Media coverage researched and saved to server
Waivers filed appropriately
Any other follow up to participants