1. Event Name
Date
Locations (s)
Planner/Prime
Description
Purpose
Time
Number of Guests
VIPs
Activity
Establish Planning and appoint chair
Hold planning meeting to discuss goals and
details
Establish Responsibilities
Determine funding and budget sources
Reserve date and key attendees
Determine and reserve venue
Determine quest list, request alumni data
Create/order invitations and organise who will
record this data
Meeting to discuss publicity
Draft programme agenda
Determine on-site registration procedures
Book caterers and discuss menu.
Contact vendors for equipment
Mail invitations
Request necessary licenses
Arrange photographer
Approve final programme agenda
Meet with vendors as a follow up
Prepare event signage
Review staffing arrangements
Meet on site with all staff to confirm
responsibilities
Meet with caterer on sight to confirm
arrangements
Send caterer final count
Print programmes, name badges, seating charts,
place cards etc.
Confirm arrangements with vendors
Contact caterer to confirm all arrangements
Confirm Security arrangements
Person Responsible
Due Date