Plan Your Corporate Event with Golden Leaf Center (63 items)

Last updated: about 11 years ago

To Do (63 left)

  •  8-12 MONTHS BEFORE EVENT
  • Decide event purpose: fundraiser, celebration, public awareness
  • Appoint an event coordinator and select committees
  • Choose a theme
  • Pick a date for the event
  • Research venues and choose event location
  • Get estimates for entertainment, designers, decorations and planners
  • Finalize a budget
  • Sign vendor contracts
  • Create a mailing list of those to notify about the event
  • Set a marketing schedule
  • Develop a press release about the event
  • Order "Save the Date" cards
  • Secure any additional sponsorship money available
  • Invite VIP's to event
  • Hire professionals as needed, graphic designer, photographer, etc
  • Research additional permits or legal requirements for event
  • 4-8 MONTHS BEFORE EVENT
  • Request support from sponsors and obtain logos for printed materials
  • Review marketing materials and finalize printed posters, invitations, programs, etc
  • Finalize invitation mailing list
  • Order printed materials including invitations, tickets, programs and posters
  • Finalize poster display locations
  • Have a tasting and finalize menu at venue
  • Secure all permits, licenses and insurance required for event
  • Get written confirmation of any celebrity participation
  • 2-3 MONTHS BEFORE EVENT
  • Assemble, address and mail invitations
  • Distribute posters for display at previously determined locations
  • Confirm sponsorship money
  • Decide on signage needed for event, i.e.-registration, directional guides, etc
  • Distribute press release regarding celebrity participation, VIP's and honorees of event
  • Review budget and timeline
  • Have all committee chairpersons finalize plans
  • Have a walk-through of event with responsible committee members
  • Review budget and timeline
  • 1 MONTH BEFORE EVENT
  • Follow up by phone or social media on mailed invitations
  • Place digital, broadcast and print ads
  • Confirm involvement of VIP's, celebrities and program participants
  • Confirm staff working event registration
  • Confirm vendor participation and coordination at event
  • Decide on contents of VIP welcome packets
  • Inform venue caterer of estimated number of guests
  • Prepare and confirm hotel, transportation and special accommodations for participants
  • Begin assigning seating, including the head table and speakers
  • Finalize timelines for vendor deliveries, set-up and removal with venue coordinator
  • Prepare VIP welcome packets
  • 1 WEEK BEFORE EVENT
  • Finish phone calls, seating arrangements, catering numbers, staff and hospitality arrangements
  • Finalize needs for set up with venue staff and outside vendors including florists, photographers and cake decorators
  • Schedule final walk through with staff, volunteers and event participants
  • Follow up with media regarding event coverage
  • Have petty cash and vendor or participant checks ready for payment
  • DAY OF EVENT
  • Ensure all VIP's, celebrities and honorees are ready with scripts if required
  • Review final details with service providers
  • Setup registration area and assign volunteers to any last minute duties
  • Do final audio visual equipment check
  • Open event to guests
  • AFTER EVENT
  • Verify all vendors and participants have been paid
  • Send "Thank You" notes to all important participants and contributors