Program Planning Timeline & Checklist

Major Event Venues: 21 days - 1 year in advance of event
Events with Service:  15 days - 1 year in advance of event
Simple Meetings:  2 days - 2 months in advance of event

  • Determine preferred event date, time (including access time) and location as well as alternate dates, times and locations.

  • Submit Event Reservation Request to CESO.

30 days- 6 weeks in advance of event

  •  Submit Alcohol Request Form, if applicable.

  •  Develop estimated budget for event and secure funds.

  •  Contact CESO Conference & Event Coordinator assigned to your event to discuss event details.

  •  Confirm speakers.

  •  Create and/or gather information for handouts.

  •  Identify target audience, devise advertising plan and create advertising materials.

  •  Invite attendees and/or guests.

2- 4 weeks in advance of event

  • Advertise event.

  • Devise room set up.

  • Determine IT and Audio Visual needs. (Be sure to ask each speaker what they might need and verify equipment compatibility).

  • Determine the food service/catering menu.

  • Determine additional services needed such as: parking, name tags, signage (interior and exterior), name tags, transportation needs.

  • Copy and collate all handouts.

  • Make travel arrangements for speaker(s) if necessary.

  • Send out parking passes when required.

  • Develop seating chart.

  • Send attendee list to CESO for name tag creation (when applicable).

  • Ensure contract and insurance certificate (when applicable) have been returned to CESO.

7 days in advance of event

  • Confirm room set up, IT and Audio Visual needs and all other necessary equipment needed.

  • Confirm signage text and locations.

  • Finalize registration/attendee list.

  • Confirm availability of employees to staff registration desk.

  • Provide Coordinator any additional registrants/attendees for name tag creation (when applicable).

  • Provide Coordinator (or Sodexho if you are ordering your own food) your guarantee food number.

  • Ensure that speakers/guests have directions and parking information.

 

Last Modified: September 12, 2008