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.
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
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 21, 2010