Event Planner Timeline

10-12 Months Out

• Set objectives, meeting/exhibit dates, budget, theme and format
• Determine who is to attend, including local guests and other VIPs
• Create checklists for all meeting segments and assign responsibility and completion dates
• Select several meeting dates and sites
• Contact CVBs, hotels, conference center and Web sites
• Conduct meeting and lodging site visits
• Negotiate hotel rates and blocks, sign hotel contract
• Negotiate transportation costs and availability
• Assemble exhibitor listing
• Define promotional strategy

9 Months Out

• Develop logo and graphics theme
• Produce exhibit floorplan

7-8 Months Out

• Inform potential attendees of date and place of meeting
• Refine program and agenda, select topics and invite speakers
• Determine preliminary food and beverage requirements
• Negotiate menus and prices
• Arrange for on-site office and communications, including Internet provider
• Determine materials shipping

6 Months Out

• Confirm speakers and audiovisual needs
• Collect speakers' audio-visual needs
• Begin processing registration forms

4-5 Months Out

• Confirm audio-visual requirements
• Assign speaker locations and times
• Determine meeting room set ups
• Finalize session schedule and room
• assignments
• Select and contract with audio-visual supplier if not available through meeting facility

2-3 Months Out

• Adjust budget
• Finalize food and beverage schedule
• Determine on site staff and security plans
• Order office and communications equipment needed on site
• Copy materials for distribution and order or make signage
• Finalize on site computer requirements for registration
• Review processing and billing activity with hotel

1 Month - 6 Weeks Out

• Print conference guide
• Print workbooks
• Submit daily schedule to hotel
• Produce or confirm badge information with CVB

3 Weeks Out - Day of Meeting

• Pack and ship materials to meeting site
• Set up on site office, unpack and inventory materials
• Assemble or confirm count with CVB for registration packets
• Finalize food and beverage guarantees
• Make pre-event preparations on site
• Brief staff on responsibilities
• Supervise meeting on site