The document outlines the planning process for an event over a 6 month period. It includes details like the event name, date, location, planner, description, purpose, and number of guests. It then breaks down the planning process into timelines ranging from 3-4 months before the event to 1-5 days after. Each timeline lists specific planning activities and assigns a person responsible and due date. The level of planning details provided aim to ensure a successful and well-organized event.

1. Event Name:
Date:
Location(s):
Planner/ Prime:
Description:
Purpose:
#of guests:
VIP’s:
3-4 months before the event
Activity
Create planning group and appoint team-leader
Hold planning meeting establishing goals and details
Establish job roles
Sources funding and equipment
Determine and reserve venue
Confirm orator and orator needs
Book hotel rooms for out of town VIPs
Produce guest list
2-3 months before the event
Create and order save the date cards, invitations, response
cards related materials
Meet with director of communication to discuss publicity
Draft program agenda
Determine signage requirements (pedestrian & vehicle)
Decide on-site registration procedures, including marshalls
Book event with caterer and establish generic menu
Organise transportation
Contact security firms
Contact vendors for equipment such as stage, tent etc.
Person
responsible
Due date

2. 6 weeks before the event
Necessary licensing and permits
Arrange for photographer
Send print invitations
4 weeks before the event
Approve final program
Draft script for orator
Liaise with communications for internal and external
publicity
Work with vendors on site
Consider site preparation
Prepare signage
Send electronic invite
2 weeks before the event
Review staffing assignments
Meet on site with operational staff such as transport
officials
Meet with caterer to discuss set up and final menu
Send out attendance update
1 week before the event
Send caterer final count
Print programs, name badges, seating charts etc.
Confirm arrangements with vendors
24 hours before the event
Contact caterer to verify all arrangements
Confirm security requirements
Ensure tent, chairs, tables, stage are in place

3. Day of the event
Check location setup
Arrange printed material, name tags etc.
Check sound and lighting equipment
Ensure space and hook ups are available for media
Ensure decorations are in place
Place water at podium
1 – 5 days after the event
Write thank you notes to orators, volunteers, staff etc.
Complete written evaluation of the event with
suggestions for future events
Coordinate reflective diary and photographs
Send address updates to development office for
submission to university database
Send fonal attendance list to development office so
that contact reports/notes can be entered into
database