Review and confirm security needs / plan and liaise with venue manager (if applicable)

Item

When

When
4 - 6 Months / 1 Year Ahead

When
3 - 4 Months Ahead

Design and get approval of printed invitations and other printed materials

3 - 4 Months Ahead

Ambiance & Décor

Determine decorations (e.g. Colour scheme / theme)

3 - 4 Months Ahead

Ambiance & Décor

Arrange and reserve all equipments (eg A/V equipments, parking, signages, shuttles etc.)

3 - 4 Months Ahead

Contractors

Venue manager: Thomas Hugo (Tel / email)

Set registration fees and enable online registration

3 - 4 Months Ahead

Finance

Finalise and get approval of guest list (including VIPs)

3 - 4 Months Ahead

Guest

Request and collect speakers/VIPs' bio information, photo, etc

3 - 4 Months Ahead

Guest

Send save-the-date announcements to guests

3 - 4 Months Ahead

Guest

Schedule photographer / videographer (if applicable)

3 - 4 Months Ahead

Human Resources

Identify and prepare licenses, permits, insurance, etc.

3 - 4 Months Ahead

Licences & Permits

Contact mail services to coordinate printed material mailing (for large quantity)

3 - 4 Months Ahead

Logistics

Create logistical outline for all arrangements as decided on and confirmed

3 - 4 Months Ahead

Logistics

Schedule meeting with event logistics committee (provide day-of breakdown schedule)

3 - 4 Months Ahead

Logistics

Begins publicity (See remarks*)

3 - 4 Months Ahead

Publicity & Marketing

Finalise presentation / entertainment topics

3 - 4 Months Ahead

Publicity & Marketing

Review and confirm security needs / plan and liaise with venue manager (if applicable)

3 - 4 Months Ahead

Risk Management

Create event script

3 - 4 Months Ahead

Scheduling

Print master sheet (have coveted info. E.g. contacts info for vendors & exhibitors, Wi-Fi pw, etc.)

3 - 4 Months Ahead

Scheduling

When
2 Months Ahead

Confirm travel and accommodation details with presenters / entertainers (if applicable)

2 Months Ahead

Accommodation

Finalize audio / visual presentations (if applicable)

2 Months Ahead

Ambiance & Décor

Finalize décor and facility arrangements (e.g. seatings, disabled facilities, booths, etc.)

2 Months Ahead

Ambiance & Décor

Order décor materials (e.g. plants, flowers, carpeting, ballons, etc.)

2 Months Ahead

Ambiance & Décor

Send out invitations (4 - 6 weeks prior to event - depending on types of event)

2 Months Ahead

Guest

Send reminders to VIPs and contact list for RSVPs

2 Months Ahead

Guest

Request copy of speeches from presenters / entertainers (if applicable)

2 Months Ahead

Human Resources

Begins press releases about speakers, celebrities, VIPs attending, etc. (if applicable)

2 Months Ahead

Publicity & Marketing

Mail an itinerary to dignitaries

2 Months Ahead

Publicity & Marketing

Post your initial event news release on your website and other social medias and circulate to all affiliated parties

2 Months Ahead

Publicity & Marketing

Prepare mailing labels and other materials for invitation mailing

2 Months Ahead

Publicity & Marketing

Inspect the facility ensure no safety hazards (arrange for fire, first-aid contingencies if applicable)

2 Months Ahead

Risk Management

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

Schedule meeting with event logistics committee (provide day-of breakdown schedule)

Begins publicity (See remarks*)

Finalise presentation / entertainment topics

Review and confirm security needs / plan and liaise with venue manager (if applicable)

Create event script

Print master sheet (have coveted info. E.g. contacts info for vendors & exhibitors, Wi-Fi pw, etc.)

When2 Months Ahead

Confirm travel and accommodation details with presenters / entertainers (if applicable)

Finalize audio / visual presentations (if applicable)

Finalize décor and facility arrangements (e.g. seatings, disabled facilities, booths, etc.)

Order décor materials (e.g. plants, flowers, carpeting, ballons, etc.)

Send out invitations (4 - 6 weeks prior to event - depending on types of event)

Send reminders to VIPs and contact list for RSVPs

Request copy of speeches from presenters / entertainers (if applicable)

Begins press releases about speakers, celebrities, VIPs attending, etc. (if applicable)

Mail an itinerary to dignitaries

Post your initial event news release on your website and other social medias and circulate to all affiliated parties

Prepare mailing labels and other materials for invitation mailing

Inspect the facility ensure no safety hazards (arrange for fire, first-aid contingencies if applicable)

Review and confirm security needs / plan and liaise with venue manager (if applicable)

When
4 - 6 Months / 1 Year Ahead

When
3 - 4 Months Ahead

When
2 Months Ahead