The Ultimate Timetable

Here you will find information to make your job easier - at least to schedule. Please feel free to use this guide wherever and whenever you'd like. Remember, it is only a recommended course of action and certain content may not consistently be appropriate for all your needs.

Three to six months ahead
	Prepare a budget
	Plan the program, leavng sufficient time for speakers, breaks, & meals
	Hold an initial meeting with all staff involved with the event
	Confirm date of event
	Set task assignments, determine responsibilities internally & with us
	Confirm appropriate calendars in writing
	Book/inspect the meeting site
	Order, download or produce labels for mailing
	Contact your preferred airline to establish group discount file. We can assist with this
	Select designer to develop invitation and draft text
	Hire a photographer if desired
	Secure accommodations/special needs, including diatary for guest speakers and VIPs
	Arrange publicity for event if desired
	Secure transportation and parking
	Send save the date mailing if necessary
	Arrange staff travel and accommodations
	Decide on music, flowers and special effects

 

Six Weeks Ahead
	Confirm meal and break menus
	Confirm room set-up in writing. Include a diagram of how the room should look
	Contact speakers and offer to reproduce any handouts they are distributing. Confirm topics, length of presentation, audiovisual equipment requirements, as well as the day, date, time and location of the meeting
	Order signs and printed materials
	Order gifts and amenities
	Mail the agenda, suggested dress and other instructions including information on parking and a campus map to participants
	Submit preliminary rooming list to Conference Services
	Mail invitations (Anywhere from 6-8 weeks prior to event)

 

Three weeks ahead
	Stuff registration packets
	Finalize menu
	Finalize floral arerangements and decor
	Finalize musical arrangements
	Finalize entertainment and photographer

 

One week to 10 days ahead
	Call speakers to confirm all logistical arrangements and to check if they have any adjustments. If there is a change in anticipated attendance, let them know. Provide them with any background information you have on those attending.
	Pack all materials needed at the meeting site. These may include pads, pencils or pens, name tags, easels and markers, handouts.
	Confirm meal and beverage counts
	Confirm audiovisual equipment and room setup
	Prepare and print an evaluation for for participants to rate the program
	Arrange for honararia and payment of fees
	Prepare alphabetical list of participants to have available at the event
	Submit final room list
	Follow-up calls to VIP guests who have not responded
	Assign table seating, if necessary
	Distribute guest list, print name tags, and order place cards

 

Three days ahead
	Establish final guarantee for all food and beverage
	Finalize guest list, print name tags, and order place cards

 

Day of
	Review planning details and walk through the meeting site at least one hour prior
	Make sure meeting materials have arrived
	Check the setup for the presenters
	Have staff on hand to help you greet those attending
	Be prepared for last minute changes
	Bring registration materials: guest list, name tags, printed (already in alphabetical order) and blank, table assignments, place cards, copies of all speakers notes and scripts, favors, and giveaways
	Set up registration an hour before your event, anticipating the early arrival of some of your guests
	Inform staff of the location of the rest rooms and pay phones and post staff at the entrance to welcome guests, staff should be in place at least 20 minutes before the scheduled start of the event

 

Follow-up
	Write thank you notes to special guest and to those who helped out
	Make notes for the file on what you would change next time and what worked well
	Review evaluation forms