High Level Planning: 4-6 Months Ahead of Event : Fees, Travel, Etc.) and Create A Budget

High Level Planning: 4-6 Months Ahead of Event *
 Establish event goals and objectives

 Select date
 Identify venue and negotiate details
 Develop Event Master Plan
 Get cost estimates (e.g., room rental, food & beverages, equipment, speaker
fees, travel, etc.) and create a budget
 Recruit event committee, event manager or chair and establish sub-committee
chairs
 Create and launch publicity plan & brand your event (ensure staff and/or
volunteers are identified to manage specific tasks – e.g., media relations, VIP
coordination, printed material design & printing coordination, signage, online
/social media, etc.)
 Identify and confirm speakers/presenters/entertainers
 Identify and contact sponsors/partners
3-4 Months Ahead of Event

 Speaker/presenter/entertainer liaison: e.g.:
 finalize presentation/speech topics
 get bio information, photo
 travel & accommodation arrangements
 have contracts signed if appropriate, etc.
 Financial/Administration: for example, determine:
 Registration fees
 Set up/enable online registration
 Sponsor levels/amounts
 Identify items to be underwritten and accounting tracking details
 Venue/logistics planning, e.g.:
 Investigate need for any special permits, licenses, insurance, etc.
 Determine and arrange all details re menu, A/V equipment, registration
set-up, parking, signage, etc.
 Review security needs/plan for the event with venue manager
 Publicity: Follow publicity plan, e.g.,
 Develop draft program
 Create draft event script (e.g., MC, speaker introductions, thanks, closing,
etc.)
 Develop publicity pieces -- e.g., newsletter articles and/or ads, radio
spots, print blog posts articles for submission to other publications and/or
ads, etc.
 Request logos from corporate sponsors for online and printed materials
 Develop and produce invitations, programs, posters, tickets, etc.
 Develop media list & prepare News Release, Media Advisory,
Backgrounder and all media kit materials (e.g., speaker info, photos, etc.)
 Create event page on your website
 Enable/create email event notifications
 Create a Facebook event page
 Develop a promo video and post on YouTube and your Facebook page
 Register your event on a variety of online event calendars
 Create some buzz on your blog or member forums
 Determine VIPs and create invitation & tracking document (e.g.,
spreadsheet)
2 months prior to event

 Send reminders to contact list re registration/participation
 Presenters/Speakers: e.g.:
 Confirm travel/accommodation details
 Request copy of speeches and/or presentations
 Sponsorship: Follow up to confirm sponsorships and underwriting
 Publicity:
 Release press announcements about keynote speakers, celebrities, VIPs
attending, honourees, etc.
 Post your initial event news release on your website and circulate to all
partners, affiliated organizations, etc.
1 week ahead
 Have all committee chairs meet and confirm all details against Master Plan – and
ensure back-up plans are developed for any situation (e.g., back-up volunteers
as VIP greeters, additional volunteers for registration or set-up, etc.)
 Finalize event script
 Brief any/all hosts, greeters, volunteers about their event duties and timelines
 Final seating plan, place cards, etc.
 Provide final registration numbers to caterer
 Make print and online copies of any speeches, videos, presentations, etc.
 Final registration check, name badges & registration list
 Determine photo op and interview opportunities with any presenters, VIPs etc.
and confirm details with interviewee and media
1 day ahead
 Confirm media attending
 Ensure all signage is in place
 Ensure registration and media tables are prepared and stocked with necessary
items (e.g., blank name badges, paper, pens, tape, stapler, etc.)
 Ensure all promo items, gifts, plaques, trophies, etc. are on-site
Event day
 Ensure you have copies of all instructions, directions, phone numbers, keys,
extra parking permits for VIP guests, seating charts and guest lists with you
 Check-in with each Committee Chair to ensure their team is on track
Immediately following event
While you need to conduct a thorough evaluation and update your budget, there are
post-event publicity, fundraising and member development opportunities that you can
take advantage of with just a little pre-event planning. Here are some of the activities
you might consider once the event is over:
 Financial status: gather all receipts, documentation, final registration data, etc.
and update budget
 Send thank-you’s and acknowledgement letters to:
o Sponsors
o Volunteers
o Speakers/presenters
o Donors
o the Media
In your thank-you notes, be sure to remind the recipients of the event’s success – and
how they contributed (e.g., dollars raised, awareness - number of participants, etc.).
 Post-event publicity – see publicity section that follows

 Conduct a Post-Event Survey – to learn what people enjoyed about your event,
and where you have room to improve.
 Follow-up Communication with Event Participants
 Reach out to event participants – thank them for participating and promote your
ongoing programs and how they can support you throughout the year by joining,
volunteering or making a sustaining donation.
 Conduct a thorough evaluation

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High Level Planning: 4-6 Months Ahead of Event *

 Establish event goals and objectives

3-4 Months Ahead of Event

2 months prior to event

 Post-event publicity – see publicity section that follows

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