Countdown to an Event

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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

Prepare Venue and Event

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.