4 - 6 Months / 1 Year Ahead
- Reserve hotel rooms for out of town guests / VIPs (if applicable)4 - 6 Months / 1 Year AheadAccommodationSearch
- Create a budget4 - 6 Months / 1 Year AheadFinanceSearch
- Estimate all event costs (e.g. Equipments, food and beverages, rental, etc.)4 - 6 Months / 1 Year AheadFinanceSearch
- Choose and confirm caterer (if necessary)4 - 6 Months / 1 Year AheadFood & BeverageSearch
- Order souvenirs, give away items (if applicable)4 - 6 Months / 1 Year AheadGiveawaysSearch
- Select and order recognition items (if applicable)4 - 6 Months / 1 Year AheadGiveawaysSearch
- Create a separate guest list for VIPs (if applicable)4 - 6 Months / 1 Year AheadGuestSearch
- Create preliminary guest list categories4 - 6 Months / 1 Year AheadGuestSearch
- Identify presentations and confirm program speakers / entertainers4 - 6 Months / 1 Year AheadHuman ResourcesSearch
- Recruit event committee / event team and manager / volunteers4 - 6 Months / 1 Year AheadHuman ResourcesSearch
- Create publicity plan & brand your event4 - 6 Months / 1 Year AheadPublicity & MarketingSearch
- Determine promotional plan4 - 6 Months / 1 Year AheadPublicity & MarketingSearch
- Determine event goals, objectives and target audience4 - 6 Months / 1 Year AheadSchedulingSearch
- Develop an event master plan4 - 6 Months / 1 Year AheadSchedulingSearch
- Develop rain plan for outdoor events4 - 6 Months / 1 Year AheadSchedulingSearch
- Identify, reserve venue and negotiate details4 - 6 Months / 1 Year AheadSchedulingSearch
- Select date and time of event4 - 6 Months / 1 Year AheadSchedulingSearch
- Identify and contact program sponsors / partners4 - 6 Months / 1 Year AheadSponsorshipSearch
3 - 4 Months Ahead
- Design and get approval of printed invitations and other printed materials3 - 4 Months AheadAmbiance & DécorSearch
- Determine decorations (e.g. Colour scheme / theme)3 - 4 Months AheadAmbiance & DécorSearch
- Arrange and reserve all equipments (eg A/V equipments, parking, signages, shuttles etc.)3 - 4 Months AheadContractorsVenue manager: Thomas Hugo (Tel / email)Search
- Set registration fees and enable online registration3 - 4 Months AheadFinanceSearch
- Finalise and get approval of guest list (including VIPs)3 - 4 Months AheadGuestSearch
- Request and collect speakers/VIPs' bio information, photo, etc3 - 4 Months AheadGuestSearch
- Send save-the-date announcements to guests3 - 4 Months AheadGuestSearch
- Schedule photographer / videographer (if applicable)3 - 4 Months AheadHuman ResourcesSearch
- Identify and prepare licenses, permits, insurance, etc.3 - 4 Months AheadLicences & PermitsSearch
- Contact mail services to coordinate printed material mailing (for large quantity)3 - 4 Months AheadLogisticsSearch
- Create logistical outline for all arrangements as decided on and confirmed3 - 4 Months AheadLogisticsSearch
- Schedule meeting with event logistics committee (provide day-of breakdown schedule)3 - 4 Months AheadLogisticsSearch
- Begins publicity (See remarks*)3 - 4 Months AheadPublicity & MarketingSearch
4 - 6 Months / 1 Year Ahead
- Reserve hotel rooms for out of town guests / VIPs (if applicable)
- Create a budget
- Estimate all event costs (e.g. Equipments, food and beverages, rental, etc.)
- Choose and confirm caterer (if necessary)
- Order souvenirs, give away items (if applicable)
- Select and order recognition items (if applicable)
- Create a separate guest list for VIPs (if applicable)
- Create preliminary guest list categories
- Identify presentations and confirm program speakers / entertainers
- Recruit event committee / event team and manager / volunteers
- Create publicity plan & brand your event
- Determine promotional plan
- Determine event goals, objectives and target audience
- Develop an event master plan
- Develop rain plan for outdoor events
- Identify, reserve venue and negotiate details
- Select date and time of event
- Identify and contact program sponsors / partners
3 - 4 Months Ahead
- Design and get approval of printed invitations and other printed materials
- Determine decorations (e.g. Colour scheme / theme)
- Arrange and reserve all equipments (eg A/V equipments, parking, signages, shuttles etc.)
- Set registration fees and enable online registration
- Finalise and get approval of guest list (including VIPs)
- Request and collect speakers/VIPs' bio information, photo, etc
- Send save-the-date announcements to guests
- Schedule photographer / videographer (if applicable)
- Identify and prepare licenses, permits, insurance, etc.
- Contact mail services to coordinate printed material mailing (for large quantity)
- Create logistical outline for all arrangements as decided on and confirmed