3 to 6 Months

Begin monthly committee meetings

Write/send requests for funding or underwriting to major donors, corporations, sponsors

Request logos from corporate sponsors for printing

Review with graphic artist invitations, programs, posters, etc.

Prepare final copy for invitations, return card, posters

Prepare final copy for tickets

Complete mailing lists for invitations

Order invitations, posters, tickets, etc.

Sign contract with entertainment company

Make list of locations for posters

Finalize mailing lists; begin soliciting corporations and major donors

Obtain lists from honorees, VIPs

Obtain radio/TV sponsors, public service announcements, promos

Set menu with caterer for food and beverages

Secure permits and insurance

Get written confirmation of celebrity participation/special needs

Finalize audio/visual contract

Select/order trophies/awards

2 Months Ahead

Hold underwriting or preview party to coincide with mailing of invitations; invite media

Assemble/address invitations (with personal notes when possible)

Mail invitations

Distribute posters

Finalize transportation/hotel accommodations for staff, VIPs, honorees

Obtain contracts for decorations and rental items

Confirm TV/radio participation

Release press announcements about celebrities, VIPs, honorees

Follow up to confirm sponsorships and underwriting

Obtain logos from corporate sponsors for program printing

Review needs for signs at registration, directional, etc.

All major chairpersons to finalize plans

Hold walk-through of event with responsible committees, chairpersons and responsible site staff

Review/finalize budget, task sheets and tentative timeline

Start phone follow-up for table sponsors (corporate, VIP, committee)

1 Month Ahead

Phone follow-up of mailing list (ticket sales)

Place newspaper ads, follow up with news media, on-air announcements

Confirm staff for registration, hosting, other

Write to VIPs, celebrities, program participants, confirm participation

Complete list of contents for VIP welcome packets

Get enlarged site plan/room diagram, assign seats/tables

Give estimate of guests expected to caterer/food service

Meet with all outside vendors, consultants to coordinate event

Review script/timeline

Continue phone follow-ups for ticket/table sales

Continue assigning seats; set head table, speaker's platform

Confirm transportation schedules: airlines, trains, buses, cars, limos

Confirm hotel accommodations

Prepare transportation and accommodations (include arrival time, flight number, airline, person assigned

to meet flight)

Confirm special security needed for VIPs, event

Prepare welcome packet for VIPs, chairmen, and key staff

Schedule deliveries of special equipment, rentals

Confirm setup and tear down times with event site

Finalize plans with party decorator

Give caterer revised numbers

Meet with chairpersons, key staff to finalize any of the above

1 Week Before

Meet with all committees for last-minute details

Finish phone follow-ups

Confirm number attending

Finish seating/table arrangements

Hold training session with volunteers; finalize assignments

Secure two or three volunteers to assist with emergencies

Finalize registration staff

Distribute seating chart, assignments to hosts/hostesses

Schedule pickup or delivery of any rented or loaned equipment

Double-check arrival time and delivery times with vendors

Reconfirm event site, hotel, transportation

Deliver final scripts/ timelines to all program participants

Finalize catering guarantee, refreshments

Confirm number of volunteers

Make follow-up calls to news media for advance and event coverage

Distribute additional fliers

Final walk-through with all personnel

Schedule rehearsals

Schedule volunteer assignments for day of event

Establish amount of petty cash needed for tips and emergencies

Write checks for payments to be made for the day of the event

Day Before Event

Lay out all clothes that you will need the day of the event

Recheck all equipment and supplies to be brought to the event

Have petty cash and vendor checks prepared

Event Day

Arrive early (with your change of clothes)

Unpack equipment, supplies and make sure nothing is missing

Be sure all VIPs are in place and have scripts

Reconfirm refreshments/meal schedule for volunteers

Go over all the final details with caterer and setup staff

Check with volunteers to make sure all tasks are covered

Setup registration area

Check sound/light equipment and staging before rehearsal

Hold final rehearsal