Event Planning Timeline

External Organizations Checklist and Timeline

When planning an event at Missouri State University, there are several steps a organization should take to maximize the event’s success. This timeline provides a checklist for your program/event. Adapt it to your own particular needs and establish your own “ideal” and “can’t-miss” due dates.

One Year Out, or at the Time of Booking

___ Determine the objective of the meeting/event and develop the program budget

___ Book meeting site and support services (check the University’s master calendar of events to avoid conflicting or religious holidays.)

___ Invite Speakers and inform them about your attendees and the facilities of the event, including A/V capabilities

___ Become familiar with the Commercial Advertising, Sales, Solicitation and Facilities Usage Policy and the Expressive Activity policies

___ Notify attendees

___ Book hotel accommodations for speakers and attendees if required

___ Make travel arrangements

___ Hire security if event or facility requires it

Five Weeks Before Your Event

___ Confirm menus, room set ups and supplies – this is best done via email

___ Confirm when final guarantees are due for food and set ups

___ Monitor speakers’ presentation development and offer assistance in reproducing any handouts. Have them send you the presentation electronically so you will have a back up

___ Reserve audio/visual equipment. Groups are allowed to bring in their own equipment without incurring any additional fees

___ Order signs and printed materials

___ Send out agendas, dress code, and other housekeeping items to the attendees

Three Weeks Before Your Event

___ Submit a rooming list to hotel and confirm amenities

___ Confirm security times

___ Confirm parking

One Week Before Your Event

___ Confirm your setups and A/V requirements

___ Confirm your meal and beverage counts

___ Print out a master set of all handouts

Meeting/Event Days

___ Confirm that all shipped items have arrived

___ Check facility signage to make sure all events have correct times/locations posted

___ Review detail and walk through event space with facility event manager at least one hour prior to event

___ Check in with security and go over their duties for the event

___ Notify your event manager immediately of any changes in your plans, requirements, or times

Concluding a Successful Meeting/Event

___ Review your invoice(s) and contact your event planner with any questions

___ Fill out the event evaluation and share with your event manager the success and the areas of improvement for your event