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event planning timeline
The following is a suggested timeline to consider when organising an event. It is not intended to be a strict set of deadlines, rather a typical scenario that will help facilitate the planning process.From 12 Months out, or at time of booking
- Determine objectives, location and budget for the event
- Discuss brief with First Choice
- First choice proposal of potential venues
- Review and discussion of the proposal with first choice
- Begin decision making process using First Choice proposal and shortlist preferences
- First choice arrange appropriate and convenient site visits
- Review decision criteria with First Choice
- Confirm venue choice with First Choice
- Advise First Choice of billing instructions and instruct to set up credit if applicable
- First Choice create confirmations for client and venue
- Contract reviewed by First Choice and client and signed when satisfactory
- Invite speakers and inform them about your attendees and the facilities of the venue, including discussing audio-visual requirements
- Discuss Specific audio-visual requirements with First Choice
- Notify attendees of the event
- Ask First Choice to look into any private travel arrangements required
- Discuss with First Choice any additional entertainment or activities that may be required
At least 5 weeks before your event
- Confirm menus, room set-ups and supplies with First Choice
- Confirm AV requirements with First Choice
- Monitor speaker's presentation development and offer assistance in reproducing handouts
- Ensure any signs and printed materials that are required are ready
- Mail attendees instructions concerning venue info, agendas and any other relevant material
- Order gifts and arrange deliveries of gifts and registration materials with First Choice
At least 3 weeks before your meeting
- Check with speakers regarding audio-visual and logistical arrangements
- Submit rooming list to First Choice along with any special accommodation or catering requirements
At least 1 week before your meeting
- Ship materials to arrive 24hrs prior to your arrival and confirm arrival before leaving your office
- Confirm all final audio-visual requirements with First Choice
- Confirm timings with First Choice
- Make arrangements for shipping materials back to your office after your meeting
- Confirm final numbers for meetings and catering to First Choice
- Take a complete master set of all handouts with you.
Upon Arrival
- Have pre-event meeting with hotel/ First Choice event manager and walk through the meeting space
- Personally inspect shipped materials to be sure that all of your items have arrived and that they are in good condition
- Check the venue function board and front desk for posted times and locations of your event
Meeting Days
- Check function space one hour in advance
- Notify the event manager immediately of any changes in your plans or requirements
- Sign banquet checks each day and keep an ongoing record of your on-site expenses
- Check function space one hour in advance
-
Notify the event manager immediately of any changes in your plans or requirements
- Sign banquet checks each day and keep an ongoing record of your on-site expenses
Concluding a successful event
- Meet with your First Choice event manager and venue manager to review your sessions, charges and receipts
- Feedback to First Choice all comments about the venue and the event and any issues that may have arisen
