eventtimeline-universityofwashington（6页）.docVIP

EVENT TIMELINE Contact Cindy Ballard, Event Coordinator, 319-384-2859, 4147 Westlawn, if you need assistance with your event. Check these items off your To-Do List when planning your event. FOUR TO SIX MONTHS TO A YEAR AHEAD Determine the purpose, format and target audience for event Create an estimated budget and get approval if necessary Select the date, but before confirming it clear the date with calendars; U of I Events calendar, UIF, Office of student Affairs, College of Medicine calendar, double-check for conflicts with other major functions Gather committee/event team (please include Event coordinator) Draw up preliminary guest list categories. Begin collecting addresses for save-the-date mailing, if needed Select a name or theme Select and reserve a facility Develop a rain plan if the event is to be held outdoors Reserve a block of hotel rooms, if necessary Choose a caterer Select and order recognition items (award, honor, citation) Order favors, souvenirs, printed folders, and other give-away items Reserve rental equipment such as vans, buses, tables, chairs, tents, podiums, etc. Confirm program speakers Plan presentations Get all necessary administrative approvals Plan promotion and publicity of event to internal and external audiences TWO TO THREE MONTHS AHEAD Write copy, design and get approval of printed invitations and all other printed materials Finalize and get approval of the guest list Contact Mail Services to coordinate the printed materials mailing (if large quantity mailing) Send save-the-date announcements to guests (3-5 months prior to the event) Contact program participants and Supply suggestions for their remarks Gather their biographical information Request a photo of each participant for publicity and programs Keep campus officials, deans, and administrative officers informed Meet or contact UI Parking to discuss parking/shuttle if needed Decide on music, book entertainers and talent Plan the decorations and color scheme Order priz