Countdown to an Event

^<<

This is a sample, use it as a guide. Adapt and calibrate the timing to suit your specific situation.

The count down is in weeks (for this example).

=Countdown=

With n weeks to go, ensure you have attended to the following:

Venue
Source/Identify, inspect, terms & costs, facilities needed, security, book (more below).


 * 25 |_*_| Solicit Proposals


 * 21 |___| Review Proposals


 * 20 |___| Select Venue And Set Dates

Finalise Funding

 * 20 |_*_| Secure Funding


 * 19 |___| Solicit Sponsors

People

 * 19 |___| Number of Guests


 * 19 |___| Special Guests


 * 19 |___| Number of Staff Needed

Advertising

 * 19 |___| Advertise Event

Check and Confirm Venue

 * 19 |___| Confirm Venue


 * 19 |___| Confirm Catering - estimate no. of vegetarians, etc.


 * 19 |___| Confirm Lab. Availability (24/7 or 0800-2000)

Invitations

 * 18 |___| design, format, print quotes, send, follow-up, writer


 * 18 |___| Guest List


 * 17 |___| Feedback Forms


 * 17 |___| RSVPs


 * 16 |___| Name tags


 * 16 |___| Name list at entrance

Programme

 * 15 |___| Design and print


 * 15 |___| Identify speakers


 * 15 |___| MC


 * 15 |___| Writer

Decor

 * 12 |___| General comments on ambience to be achieved


 * 12 |___| Theme


 * 12 |___| Colour Scheme


 * 12 |___| Entrance


 * 12 |___| Table decorations

Entertainment

 * 12 |___| Format


 * 12 |___| Contact


 * 12 |___| Preview


 * 12 |___| Terms & cost

Promotion & Media

 * 12 |___| Value packs


 * 12 |___| Information packs


 * 12 |___| Posters


 * 12 |___| Banners


 * 12 |___| Electronic present.


 * 12 |___| Photographer


 * 12 |___| Advertisements


 * 12 |___| Advertorials


 * 12 |___| Editorials


 * 12 |___| Press release


 * 12 |___| Radio interviews


 * 12 |___| Video


 * 12 |___| Post media release


 * 12 |___| Target audience


 * 12 |___| Target publications


 * 12 |___| Writer


 * 12 |___| Gifts/mementoes

Pre-event Activities

 * 11-0 Buffer time to handle delays


 * 11-0 Strongly drive the process of inspiring participants with pre-production work (this may start earlier).

During the Event
Facilitators should meet every evening starting the evening before people start to arrive. Discuss how things are going (good and bad), whether there are any issues that need to be sorted out, suggestions for improving the process. Collectively maintain a positive energy.


 * '*' => Yes, done.