Event Planning Timeline 6 weeks or more prior to event: Determine size and scope of your event. Determine your co-sponsors and invitees. Submit online reservation form for request of MLWC Space. Contact speakers and/or participants to determine availability. Confirm speakers and participants. Discuss time, date, and place, as well as dietary requirements, type of travel, payment, and technical needs. Determine the event budget and secure funding resources. Establish a publicity plan for the event. Create print materials including invitations, brochures, posters, etc. Send invitations and/or announce your event. Book travel arrangements and communicate travel reimbursement guidelines to participants. Request special services and equipment through Event Manager. Select caterer and confirm date on their calendar. 2 weeks or more prior to event: Provide posters or flyers and post across campus. Send reminder email to invitees. Meet with all involved event staff to discuss logistics. Complete all sections in Event Planning Checklist. Finalize catering arrangements. Check in with speakers and/or participants to confirm travel arrangements and event details. 3 – 5 day prior to event: Confirm number of attendees with caterer. Confirm any and all housekeeping requests. Confirm media services needs.
Event Planning Timeline 6 weeks or more prior to event: Determine size and scope of your event. Determine your co-sponsors and invitees. Submit online reservation form for request of MLWC Space. Contact speakers and/or participants to determine availability. Confirm speakers and participants. Discuss time, date, and place, as well as dietary requirements, type of travel, payment, and technical needs. Determine the event budget and secure funding resources. Establish a publicity plan for the event. Create print materials including invitations, brochures, posters, etc. Send invitations and/or announce your event. Book travel arrangements and communicate travel reimbursement guidelines to participants. Request special services and equipment through Event Manager. Select caterer and confirm date on their calendar. 2 weeks or more prior to event: Provide posters or flyers and post across campus. Send reminder email to invitees. Meet with all involved event staff to discuss logistics. Complete all sections in Event Planning Checklist. Finalize catering arrangements. Check in with speakers and/or participants to confirm travel arrangements and event details. 3 – 5 day prior to event: Confirm number of attendees with caterer. Confirm any and all housekeeping requests. Confirm media services needs.
EvtMgmt_Timeline.docx