Careful planning can help ensure your event runs smoothly from beginning to end. Use the following timeline as a guide to keep the planning process as stress-free as possible.

Two months to one year before the event

• Reserve date on key players’ calendars
• Reserve venue
• Reserve hotel rooms
• Book caterer
• Book entertainment if relevant
• Arrange for equipment:
  • PA system
  • Podium
  • Stage
  • Tables
  • Chairs
  • Projector
  • TV/VCR
  • Lighting
  • Flowers
  • Plants

Four to six weeks before the event

• Mail invitations

One month before the event

• Meet with caterer to select menu, review venue setup, arrival time, etc.
• Confirm speakers

One week before the event

• Send caterer final count and vegetarian count
• Alert caterer to any attendees' food allergies

Day before the event

• Print name tags
• Print place cards or seating assignments

Day of the event

• Review with caterer: serving order, outline of event such as the timing of remarks, etc.
• Decorate and arrange materials at venue
• Test equipment such as audio/video
• Place welcome baskets in hotel rooms of guests