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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, etcConsider 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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