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Use this list!- Eight Weeks Before the Event
- Determine the purpose of the event.
- Determine event sponsors.
- Choose a tentative date.
- Check availability of event venue (consider restrictions - no smoking, seating capacity).
- Identify the intended audience.
- Decide on performers, DJ, speakers.
- Establish initial budget.
- Conduct community needs assessment
- Delegate tasks (publicity, logistics, food, speakers, decorations, evaluations, etc.).
- Reserve space & process special facility requests (early morning, late night, etc. Consider extra costs).
- Six Weeks Before the Event
- Finalize the date, time and location of event.
- Contract party entertainment if needed.
- Meet with catering for food and beverages.
- Reserve audio/visual equipment.
- Order prizes and souvenirs.
- Make arrangements for ticket sales (distribution, costs, receipts, etc.).
- Reserve security, if needed.
- Arrange for transportation (if needed).
- Arrange for visitor parking (if needed).
- Five Weeks Before the Event
- Decide on a theme and title of the event.
- Develop an advertising and publicity plan.
- Confirm contract requirements and fulfillment of contract riders.
- Finalize budget.
- Four Weeks Before the Event
- Proofread advertising (including for copyright matters).
- Submit request for initial advertisements.
- Three Weeks Before the Event
- Begin publicity campaign.
- Begin working on party decorations (ordering flowers, banners, balloons, special napkins & plates, plaques).
- Two Weeks Before the Event
- Begin posting publicity.
- Organize volunteers for event.
- Submit request for final advertisements.
- One Week Before the Event
- Distribute handbills, emails, signs, flyers for event.
- Create event evaluations.
- Day of Event
- Check facility set-up.
- Decorate.
- Set-up for ticket sales and program distribution.
- Distribute and collect evaluations.
- Week After the Event
- Pay performers.
- Send thank you notes.
- Reconcile all invoices.
- Meet with the event planning committee to evaluate the event.
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