Item
Item
When
Categories
Contacts
Date
Responsible
Remarks
Completed
Google
Image
- When4 - 6 Months / 1 Year Ahead
Reserve hotel rooms for out of town guests / VIPs (if applicable)
4 - 6 Months / 1 Year AheadAccommodationSearchCreate a budget
4 - 6 Months / 1 Year AheadFinanceSearchEstimate all event costs (e.g. Equipments, food and beverages, rental, etc.)
4 - 6 Months / 1 Year AheadFinanceSearchChoose and confirm caterer (if necessary)
4 - 6 Months / 1 Year AheadFood & BeverageSearchOrder souvenirs, give away items (if applicable)
4 - 6 Months / 1 Year AheadGiveawaysSearchSelect and order recognition items (if applicable)
4 - 6 Months / 1 Year AheadGiveawaysSearchCreate a separate guest list for VIPs (if applicable)
4 - 6 Months / 1 Year AheadGuestSearchCreate preliminary guest list categories
4 - 6 Months / 1 Year AheadGuestSearchIdentify presentations and confirm program speakers / entertainers
4 - 6 Months / 1 Year AheadHuman ResourcesSearchRecruit event committee / event team and manager / volunteers
4 - 6 Months / 1 Year AheadHuman ResourcesSearchCreate publicity plan & brand your event
4 - 6 Months / 1 Year AheadPublicity & MarketingSearchDetermine promotional plan
4 - 6 Months / 1 Year AheadPublicity & MarketingSearchDetermine event goals, objectives and target audience
4 - 6 Months / 1 Year AheadSchedulingSearchDevelop an event master plan
4 - 6 Months / 1 Year AheadSchedulingSearchDevelop rain plan for outdoor events
4 - 6 Months / 1 Year AheadSchedulingSearchIdentify, reserve venue and negotiate details
4 - 6 Months / 1 Year AheadSchedulingSearchSelect date and time of event
4 - 6 Months / 1 Year AheadSchedulingSearchIdentify and contact program sponsors / partners
4 - 6 Months / 1 Year AheadSponsorshipSearch- When3 - 4 Months Ahead
Design and get approval of printed invitations and other printed materials
3 - 4 Months AheadAmbiance & DécorSearchDetermine decorations (e.g. Colour scheme / theme)
3 - 4 Months AheadAmbiance & DécorSearchArrange and reserve all equipments (eg A/V equipments, parking, signages, shuttles etc.)
3 - 4 Months AheadContractorsVenue manager: Thomas Hugo (Tel / email)SearchSet registration fees and enable online registration
3 - 4 Months AheadFinanceSearchFinalise and get approval of guest list (including VIPs)
3 - 4 Months AheadGuestSearchRequest and collect speakers/VIPs' bio information, photo, etc
3 - 4 Months AheadGuestSearchSend save-the-date announcements to guests
3 - 4 Months AheadGuestSearchSchedule photographer / videographer (if applicable)
3 - 4 Months AheadHuman ResourcesSearchIdentify and prepare licenses, permits, insurance, etc.
3 - 4 Months AheadLicences & PermitsSearchContact mail services to coordinate printed material mailing (for large quantity)
3 - 4 Months AheadLogisticsSearchCreate logistical outline for all arrangements as decided on and confirmed
3 - 4 Months AheadLogisticsSearchSchedule meeting with event logistics committee (provide day-of breakdown schedule)
3 - 4 Months AheadLogisticsSearchBegins publicity (See remarks*)
3 - 4 Months AheadPublicity & MarketingSearch
- When4 - 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
- When3 - 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