Request proposals from event planners (if you are using one)
Request proposals for venues
Conduct site visits
Book your venue
Book your event planner
Form a committee within your organization to work on this event. Assign specific tasks and deadlines.
Research any possible permits/licenses that may be required. What is needed to apply? How long will the process take?
Ensure that all suppliers have sufficient insurance to cover your event.
4 Months Ahead
Request proposals from all suppliers – this includes rental companies, entertainment, lighting & audio visual, florals and invitations.
If you are creating a theme for your event you may need to contact a decor/prop company
If you are preparing special promotional materials you should contact and advertising agency or printer for quotations
3 Months Ahead
Book your caterer and confirm the type of reception cocktail, buffet, sit down meal etc.
Select your rental company
Determine bar details
Check availability of specific entertainment
Finalize guest list
2 Months Ahead
Meet with advertising agency (if you are using one)
Book florist and all décor details
If the event includes staff, inform staff the time and place of the event
Conduct site inspection with the caterer to design layout and flow (you may want to include the rental company in your site visit if there are any logistical concerns with the delivery and pick up of equipment)
Review all of your power requirements and ensure you will have adequate power on site for entertainment, catering and audio visual requirements
Send a save the date notice to all guests
6 Weeks Ahead
Apply for necessary licenses and permits
Plan any presentations that will be made
Arrange giveaways and door prizes
4 Weeks Ahead
Mail invitations (if using regular mail)
Review your “To Do” list with committee members
Begin receiving RSVP’s – ensure that guest names and company details are recorded properly
Begin to prepare the location
Create a list of jobs to be handled at the event
Set up crew
Host/Hostess of the event
3 Weeks Ahead
Media Releases should begin if you are using an Advertising Agency
2 Weeks Ahead
All RSVP’s are due. This allows time to follow up with guest that have not replied.
Prepare a detailed production schedule which includes the move in and move out times for all suppliers to avoid crowding in the loading areas. If you are using a production schedule you must have someone available on the day of the event to facilitate the schedule.
1 Week Ahead
Confirm final numbers with caterers and the rental company
Prepare name tags (if you are using)
Day of the Event
Have the entrance to your event well marked
Have your reception/registration table in a convenient spot for all guests
Review with committee members all last minute details and review the event production schedule
Have a plan for guests that may arrive early
Conduct a final walk through of the venue including restrooms to ensure that everything is in place