10-14 Weeks Before Event | ||||
Task | Due Date | Assigned to | Status | Notes |
|---|---|---|---|---|
Research venues | Room size, set up, parking, A/V equipment | |||
Draft Save the Date | ||||
Assemble invite list | ||||
Assemble Planning Committee | ||||
6-10 Weeks Before Event | ||||
Task | Due Date | Assigned to | Status | Notes |
|---|---|---|---|---|
Draft Fact Pattern | ||||
Planning Committee - 1st meeting | ||||
Finalize contract with venue | ||||
Save the Date sent - Groups A, B & C | ||||
Draft invitation language | ||||
Secure event security | ||||
Finalize press plan | ||||
Create RSVP link | ||||
Create event landing page | ||||
2-5 Weeks Before Event | ||||
Task | Due Date | Assigned to | Status | Notes |
|---|---|---|---|---|
Planning Committee - 2nd & 3rd meetings | ||||
Send invite - Groups 1, 2 & 3 | ||||
Inquire about hotel courtesy block | ||||
Finalize speakers & event agenda | ||||
Draft event brochure | ||||
Finalize fact pattern | ||||
Draft op ed | ||||
Schedule conference calls with all speakers | ||||
1 Week Before Event | ||||
Task | Due Date | Assigned to | Status | Notes |
|---|---|---|---|---|
Send event reminder | ||||
Finalize brochure and sent to printer | ||||
Create event signage | ||||
Request speaker bios | ||||
Op editorial sent to newspapers | ||||
Request speaker notes | ||||
Draft post event evaluation survey | ||||
Finalize video montage | ||||
Finalize catering | Coffee service, lunch, refreshments/break | |||
2 Days Before Event | ||||
Task | Due Date | Assigned to | Status | Notes |
|---|---|---|---|---|
Send press release to media | ||||
Confirm all speakers | ||||
Confirm IT/AV needs | ||||
Send event reminder to event participants | ||||
Confirm security | ||||
Finalize breakout groups + facilitators | ||||
1 Day Before Event | ||||
Task | Due Date | Assigned to | Status | Notes |
|---|---|---|---|---|
Bring timing cards, index cards for breakouts | ||||
Set up venue | Auditorium for am; tables for lunch and breakouts, green room for speakers | |||
Consider special seating needs (i.e. media, security) | ||||
Small group meeting to cover event details | ||||
Test A/V equipment | ||||
Bring meeting materials | Timing cards for speakers, index cards for breakouts, table tents for afternoon panel, name badges | |||
Day of Event | ||||
Task | Due Date | Assigned to | Status | Notes |
|---|---|---|---|---|
Breakout group facilitator training 9am | ||||
Month After Event | ||||
Task | Due Date | Assigned to | Status | Notes |
|---|---|---|---|---|
Send Thank You notes | ||||
Distribute post event survey | ||||
Gather breakout session activity responses | ||||
Evaluate survey results | ||||