Planning a successful event takes significant coordination and attention to detail. As event organizers, we understand how daunting the process can seem from the client perspective. One way we like to demystify it is by sharing sample event timelines that illustrate the progression of tasks and activities over the months and weeks leading up to the big day.
A well-crafted timeline keeps everyone on track and helps manage expectations. It serves as a project management tool that breaks the planning process down into clear phases with associated deadlines. While every event is unique, here is an example of a generic 12-month planning schedule for a medium-sized conference with 200 attendees:
12 Months Out:
- Draft event concept and goals
- Select target date and venue
- Create preliminary budget
- Assemble core planning team
- Develop basic website/registration
10-9 Months Out:
- Finalize venue contract and deposit
- Sign speaker and vendor contracts
- Develop marketing plan and materials
- Launch early-bird registration
- Send hotel room block info
8-7 Months Out:
- Hire AV, lighting and production vendors
- Develop session program format
- Launch speaker submissions process
- Create sponsorship packages
- Begin promotion via email, social
6-5 Months Out:
- Secure additional sponsors and exhibitors
- Finalize catering menu with venue
- Design signage and onsite materials
- Plan transportation and activities
- Arrange volunteer coordination
4 Months Out:
- Schedule rehearsals and site visits
- Produce program book/app content
- Plan VIP/speaker reception details
- Create attendee packets
- Develop mobile schedule app
3 Months Out:
- Select entertainment and décor items
- Implement registration cutoff
- Manage housing/travel booking
- Finalize session schedule
- Test technology set-up
2 Months Out:
- Recruit and train volunteers
- Handle speaker preparation
- Confirm food & beverage needs
- Print marketing collateral
- Implement social media campaign
4 Weeks Out:
- Conduct production/load-in rehearsal
- Review emergency procedures
- Ship materials to venue
- Manage on-site logistics
- Activate signage installations
2 Weeks Out:
- Prepare welcome packets
- Final attendee registration list
- Perform venue/contractor walkthroughs
- Communicate weather contingency plan
- Send pre-event emails
1 Week Out:
- Ensure AV/tech support is set
- Stock supply areas/registration desk
- Implement onsite wayfinding
- Confirm all deliveries/rentals
- Conduct staff briefing sessions
EVENT DAY(S):
- Onsite production/load-in
- Manage registration/check-in
- Facilitate sessions and activities
- Handle troubleshooting as needed
- Provide quality food and service
- Oversee move-out/strike
Post-Event:
- Attendee/speaker follow-up surveys
- Compile highlights video/recap
- Submit invoices and payments
- Send thank you communications
- Conduct debrief meeting
As you can see, effective planning begins quite early. The key is mapping a process that incorporates all stakeholders and components while building in flexibility. A detailed timeline like this helps ensure a seamless, well-coordinated experience for all involved. Please let us know if you have any other questions as you start developing timelines for your own events – we’re always happy to help dissect this type of sample into specific tasks. Proper planning is the first step towards hosting truly memorable experiences.
We hope this sample timeline gives you a better understanding of the exhaustive collaborative process involved in pulling off a well-executed event. As your event planning partner, Hydse Event Management handles all of these logistical, technical and creative components so you can focus on other important strategic priorities. Our experienced team has the expertise to develop customized timelines based on your specific objectives and scale. Contact us today to get started on planning your next conference, meeting, product launch or gala. We look forward to bringing your vision to life through innovative event experiences.
