This document provides a timeline and checklist for planning an event from pre-event to post-event. It outlines key activities, responsible parties, and due dates. Pre-event tasks include appointing roles, planning meetings, securing funding, reserving venues, creating guest lists, confirming speakers, addressing legal requirements, and publicity. Two days before the event, tasks include cleaning, setting up signage and decorations, briefing staff, and confirming orders. During the event, tasks focus on setup, monitoring behavior, ensuring performer/speaker comfort, distributing materials, managing catering, and ensuring audience satisfaction. Post-event tasks include thank you notes, evaluation meetings, updating databases, and social media reporting.

1. Timeline and Checklist for Event Planning
Event Name
Date
Location/Venue(s)
Description
Purpose/Theme
Time
Number of guests/audience
VIP’s
Pre Event:
Activity Person Responsible Due Date
Appoint Job Roles and
Event Manager
Company Manager
Hold Meetings to plan
goals and details
Director, Company
Manager, Stage
Manager and any
subsidiary staff that
need to be involved
Hire Staff Company Manager
Funding or Budget
Sources
Accounting staff or
Finance Staff
Determine and Reserve
Venue
Logistics Staff or
Company Manager
Determine Guest List
(Request Alumni Data)
Client Service Manager
Confirm Speaker and
Speaker Needs/
Requirements
Client Service Manager
Find out any Legal
Implications/Jurisdiction
Event Coordinator
Create a calendar or
dated sheet that is
public to your staff so
they are aware of
certain events/
Happenings and when
they need to be involved
Company Manager

2. Publicity Management
and requirements put in
place
Director of
Communications
Book Hotel Rooms For
VIP Guests, Special
Guests or Speaker/Host
Client Service Manager
Agree on and Discuss
Program Agenda
Governing Bodies and
Subsidiary Management
roles
Parking and Public
Access requirements and
Documentation
Administrations
Health and Safety
Procedure checklist and
Staffing Requirements if
they are required
Company Manager/
Administrations
Hire catering and
establish alternative
menus and serving
requirements for dietary
requirements
Administrations/ Client
Service Manager
Disability Parking and
Accommodation is in
place
Event Manager
Contact all emergency
services if they are
required to manage the
events security, medial
and emergency needs
Event Manager
Contact Fleet services
for bus and car
transportation
Administrator
Licencing and Legislation
is in place
Administrator
Mail save-the–date
cards
Administrator
Arrange for a
Photographer
Company Manager or
event client service
manager
Send printed or emailed Event client and service

3. invitations manager
Approve Final
Program/agenda
Company Manager and
all other subsidiary
managers
Draft script or talking
points for speaker/host
Stage manager
Follow up on all orders,
meet with vendors, cast
and any other hired
event staff
Event client service
manager
Order/create signage for
your event and the
decoration
Designers and
Advertising
Confirm all external staff
equipment and catering
you have hired/ ordered
is still in place
Event client and service
manager
48 Hours before the Event:
Clean entire event
space, consider hiring
cleaners or special
cleaning equipment. E.g
floor cleaner or window
cleaners
Crew/Cleaners
Event signage/
decoration assembly
Front of House/Set
Dressers
Review and brief staff
and host/speakers, of all
the day’s events and the
emergency procedures
Stage manager
Re-confirm all external
staff equipment and
catering you have hired/
ordered is still in place
Company manager or
director of
communications
Print programs, name
badges, seating charts,
place cards, ect.
Front of House

4. Ensure that all set,
props, staging and any
other components are
in place and set up
Stage Manager instructs
crew to do this
During The Event:
Check location setup.
Chairs, podium,
technical equipment,
catering, tables and any
other components.
Crew and technician
Have crew, cleaners or
general event staff check
for rubbish or littering
Any Company manager
can instruct crew,
cleaners or staff to do
this
Make sure antisocial
behaviour or illegal
substances are not
present on site
Crew or event staff will
report to company
manager or hired police
services
Ensure that all
performers and hired
hosts/speakers are well
feed, hydrated and
comfortable
Crew
Hand out fliers of up and
coming events and any
free merchandise eg
badges and stickers
Crew and general event
staff
Ensure that catering and
refreshments are still
available or aren’t
running low
Event staff or front of
house manager
Ticket system is up and
running and working
effectively
Front of house staff
Ensure that audience are
completely satisfied and
having an enjoyable time
Client service team or
manager

5. Post Event:
Write thank you notes
to speakers, staff, VIP’s
and sponsors
Client Service Manager
Hold meetings with
company manager and
all subsidiary managers
to discuss the successes
and failures of the event
and how they could be
improved and continued
(write an event
evaluation)
company manager and
all subsidiary managers
Add any more alumni
guests and VIP guests to
the database
Client service manager
Update any social
media, websites or
public applications as to
the event status and
successes
Marketing and social
media staff