Event Timeline

Some tasks will always need more planning time than others. You should start lining up the largest elements of the event as early as possible. The best plan is to do everything you can as soon as possible, allowing ample time for adjustments or anything unexpected. Below is an example of a timeline.

Note that the scheduling of some events may not allow the preferred amount of planning time so you'll have to adjust the timeline accordingly.

Six Months Out

• Confirm location
• Confirm speaker or key participant
• Prepare a budget for the event

Four Months Out

• Contact caterer and confirm event details
• Place event on calendars of key participants
• Schedule travel arrangements
• Book hotel accommodations

Three Months Out

• Create flyer or other publicity pieces
• Contact A/V company
• Contact sound engineer
• Perform a site visit using a checklist
• Contact/schedule entertainment

Eight Weeks Out

• Design invitations (and proof them carefully)
• Submit alcohol request to Office of the Dean of the Faculties
• Begin publicity for the event

Six Weeks Out

• Print invitations and other items that need printing
• Recruit volunteers
• Create directional signs
• Order engraved gifts for key participants

Four Weeks Out

• Mail invitations
• Design program
• Approve catering menu

Two Weeks Out

• Follow-up on RSVPs
• Print program
• Place work orders with the Service Center by calling 850.644.2424
• Create informational signs
• Purchase gifts for key participants

One Week Out

• Final count to caterer
• Confirm with entertainment

Three Days Out

• Schedule test run of program if warranted
• Print name tags, menu cards, food IDs and place cards
• Confirm with volunteers

Two Days Out

• Create briefing paper

One Day Out

• Review briefing paper with key participants
• Check site for cleanliness or new problems
• Possibly begin to set up, depending on event
• Confirm plans with parking and for site setup
• Review your "CHECKLIST" of items to remember for the event

Day of Event

• Put out directional signage
• Make sure parking is blocked off and parking attendant is on site
• Provide the parking attendant with a final guest list
• Check cleanliness and supplies in restrooms – Contact the Service Center at 850.644.2424 if there is a problem

Tips for Day-of-Event Planning

On the day of an event, you will spend much of your time on-site managing the setup. With so much going on, it is easy to forget something.

Label a sheet of paper "CHECKLIST" and keep this on top of all your planning papers. Each time you plan or create something that will be part of the event, note it on this sheet. Then review your list prior to setting up the event.

For example, when you have decided to create directional signs, write "directional signs" on the list – same goes for printing food identifiers, etc. This way, you will be sure to take everything you need in one trip.

Another good idea is to create a schedule that lists all setup plans with contacts' names and numbers, which you can reference throughout the process to make sure everything is in place.

Suggested items to include in the event setup schedule:

• Prior to event:
  • Guests arriving in town
  • Guest pick-up
  • Parking spaces blocked
  • Parking attendant arrival
  • A/V setup
  • Sound engineer setup
  • Table and chair delivery
  • Entertainment arrival
  • Catering arrival
  • Decorations arrival
  • Event start time (when food comes out)
  • Guest of honor or key participant arrival
• Following the event:
  • Catering cleanup
  • Table and chair pick-up
  • Decorations pick-up
  • A/V pick-up
  • Sound engineer pick-up
  • Guests departing town