Timeline and Checklist for Event Planning

Event NameDateLocation/Venue(s)DescriptionPurpose/ThemeTimeNumber of guests/audienceVIP’s

Pre Event:

Activity Person Responsible Due DateAppoint Job Roles and Event Manager

Company Manager

Hold Meetings to plan goals and details

Director, Company Manager, Stage Manager and any subsidiary staff that need to be involved

Hire Staff Company ManagerFunding or Budget Sources

Accounting staff or Finance Staff

Determine and Reserve Venue

Logistics Staff or Company Manager

Determine Guest List (Request Alumni Data)

Client Service Manager

Confirm Speaker and Speaker Needs/ Requirements

Client Service Manager

Find out any Legal Implications/Jurisdiction

Event Coordinator

Create a calendar or dated sheet that is public to your staff so they are aware of certain events/ Happenings and when they need to be involved

Company Manager

Publicity Management and requirements put in place

Director of Communications

Book Hotel Rooms For VIP Guests, Special Guests or Speaker/Host

Client Service Manager

Agree on and Discuss Program Agenda

Governing Bodies and Subsidiary Management roles

Parking and Public Access requirements and Documentation

Administrations

Health and Safety Procedure checklist and Staffing Requirements if they are required

Company Manager/ Administrations

Hire catering and establish alternative menus and serving requirements for dietary requirements

Administrations/ Client Service Manager

Disability Parking and Accommodation is in place

Event Manager

Contact all emergency services if they are required to manage the events security, medial and emergency needs

Event Manager

Contact Fleet services for bus and car transportation

Administrator

Licencing and Legislation is in place

Administrator

Mail save-the–date cards

Administrator

Arrange for a Photographer

Company Manager or event client service manager

Send printed or emailed Event client and service

invitations managerApprove Final Program/agenda

Company Manager and all other subsidiary managers

Draft script or talking points for speaker/host

Stage manager

Follow up on all orders, meet with vendors, cast and any other hired event staff

Event client service manager

Order/create signage for your event and the decoration

Designers and Advertising

Confirm all external staff equipment and catering you have hired/ ordered is still in place

Event client and service manager

48 Hours before the Event:

Clean entire event space, consider hiring cleaners or special cleaning equipment. E.g floor cleaner or window cleaners

Crew/Cleaners

Event signage/ decoration assembly

Front of House/Set Dressers

Review and brief staff and host/speakers, of all the day’s events and the emergency procedures

Stage manager

Re-confirm all external staff equipment and catering you have hired/ ordered is still in place

Company manager or director of communications

Print programs, name badges, seating charts, place cards, ect.

Front of House

Ensure that all set, props, staging and any other components are in place and set up

Stage Manager instructs crew to do this

During The Event:

Check location setup. Chairs, podium, technical equipment, catering, tables and any other components.

Crew and technician

Have crew, cleaners or general event staff check for rubbish or littering

Any Company manager can instruct crew, cleaners or staff to do this

Make sure antisocial behaviour or illegal substances are not present on site

Crew or event staff will report to company manager or hired police services

Ensure that all performers and hired hosts/speakers are well feed, hydrated and comfortable

Crew

Hand out fliers of up and coming events and any free merchandise eg badges and stickers

Crew and general event staff

Ensure that catering and refreshments are still available or aren’t running low

Event staff or front of house manager

Ticket system is up and running and working effectively

Front of house staff

Ensure that audience are completely satisfied

Client service team or manager

and having an enjoyable time

Post Event:

Write thank you notes to speakers, staff, VIP’s and sponsors

Client Service Manager

Hold meetings with company manager and all subsidiary managers to discuss the successes and failures of the event and how they could be improved and continued (write an event evaluation)

company manager and all subsidiary managers

Add any more alumni guests and VIP guests to the database

Client service manager

Update any social media, websites or public applications as to the event status and successes

Marketing and social media staff