Fillable Printable To Do List Template 2017

To Do List Template 2017

Event Timeline Template

Add and Edit this to t your events. Make one for each event and then use from year to year as possible

4-6 months before event or more depending on size of event

Item Target Date Completion Date

Create Event Plan

 Who, What, Why, When

 Goals

 Connection to Plan of Work

 Financial Limitations

Create a Budget

 Budget Tips and Tricks and

Things to Consider: Go to

the website

Select Venue

 RFP

 Contract negotiation

 Signed Contract

Book Speakers

 Speakers above $600

require PSC (Link)

 May book before venue, if

speaker is more critical

than date or location

Create Preliminary Agenda of

Event

Create Sponsor Packages If

needed

 Create system for tracking

sponsorships

Send Potential Sponsors Materials

Do a run through of selected

venue if you are unfamiliar

2-4 months before event or more depending on size of event

Item Target Date Completion Date

Create promotional materials

Build and Open Registration

System

Send Promotional materials to

potential participants

Contact caterers or facility to

select menus

Determine AV requirements

 Make arrangements with

facility or others to ensure

needs are met

Determine Set up requirements

 Work with facility or others

to ensure needs are met

 How do you want the

tables and chairs?

ANR Communicaons | 310 Agriculture Hall | Michigan State University | 517-353-3175 | h"p://anrcom.msu.edu

 What facilitation materials

are needed?

 Internet?

 Access to Power?

 Sound?

1-2 months before event or more depending on size of event

Item Target Date Completion Date

Double Check that all Contracts

are signed and returned

Review Speaker assignments and

Needs

 Make sure there is

someone from the

committee assigned to

host each

presenter/speaker if there

are multiple speakers

 Determine the needs of

the speakers – computer,

projector, sound,

microphone, etc.

Review Menus and setups – make

sure they still work based on

current registrations

Monitor and manage registration

list

 Double check to ensure

payments have been made

 Email billings to balance

dues to try to collect all

money before event

 Cancel duplicates

 Answer participant

questions

Start Assembling Materials

 Educational Materials

 Folders (if needed)

 Create nametag template

 Agendas

 Invoices/paid receipts

 Other materials

Do a nal run through of the

facility

 Check on best layout for

meals

 Check for enough electrical

outlets

 Plan where you want

registration

 Let facility know who

VIP’s / Speakers are if

appropriate

 Conrm Guest List with

Hotel if needed

ANR Communicaons | 310 Agriculture Hall | Michigan State University | 517-353-3175 | h"p://anrcom.msu.edu

10 to 15 Days Before Event

Item Target Date Completion Date

Create Checklist of what you need

to pack for event (keep adding to

it as event gets closer)

 Start creating a pile of

things that need to go with

you in one spot so it is

ready to go

 Start tracking registrations

each day canceling

duplicates, double

checking payments

Create Supply Box:

 Tape

 Scissors

 Pens

 Sharpie Markers

 Thumb Tacks

 Sticky notes

 Memory stick

 Pins

 Stapler, staples

 Paper

 Receipt books

 Batteries

 Anything else you might

need

Create hot list of critical phone

numbers

Create any signage needed for

event

3 Days Before Event

Item Target Date Completion Date

Create Master Notebook

 Run Registration List

 Run Balance Due List

 Run copy of invoices by

number

 Copy of all materials

 Check list

 Copy of All Contracts

 Any detail lists or reports

to make each section

function

Make Name Tags (put with folders)

Make stickers for tops of folders if

needed – with name and

information of participants

Print Invoices (alpha order) and

put in folders

Turn in Guarantee’s to facility

(usually this is at the 3 business

days before event time)

ANR Communicaons | 310 Agriculture Hall | Michigan State University | 517-353-3175 | h"p://anrcom.msu.edu

Get Cash to make change if

needed

Reconrm with speakers or if you

have hosts touch base with hosts

to ensure everything is all set with

speakers

Send Participant names to

speakers if needed

Type instructions for sta< to work

registrations or other stations (do

a walk through in your head and

add lots of details)

Get presentations from the

speakers, if possible, in order to

preload them on the computer.

1 Day Before Event

Item Target Date Completion Date

Pack all materials

Pack extra packets, name badges,

etc.

Double check registration list and

balance dues – update any

invoices, etc.

If possible, go over instructions

with volunteers - best if done

onsite

Double check to do list – and

make sure everything pre-event is

complete

Walk through event in your head

think about challenges and

solutions – make a list so if they

arise you can quickly refer to the

list to address it

Preload any presentations onto

the computer.

Days of Event (especially day 1)

Item Target Date Completion Date

Unload everything and Check in

with hotel/facility sta<

 Ask for business cards or

contact numbers

Get out your master notebook and

follow your checklist

Set up registration area

Set up presentation rooms

Welcome guests and handle

registrations

 Accept payments

 Make note of those paying

to follow up after event

 Answer questions as

needed

Help speakers get set and

comfortable with room

ANR Communicaons | 310 Agriculture Hall | Michigan State University | 517-353-3175 | h"p://anrcom.msu.edu

Ensure all necessary AV

equipment is in place and

functioning correctly.

Run through each day in your

head think about challenges and

what solutions exist

Double check that everything is

set for each transition at least one

hour before the transition

happens to make sure everything

is set

After the Event

Item Target Date Completion Date

Follow up on Balance Dues

Send out evaluation if not done

onsite

Write thank you letters to

speakers and others who need

thank you letters

Pay invoices

Finish Budget with actuals

Synthesize evaluations

Write MIPPRS Report

Be sure to add to your check list

anything you think you might

have missed so you have it for

next year

Be sure to put your master

notebook in order for next year

ANR Communicaons | 310 Agriculture Hall | Michigan State University | 517-353-3175 | h"p://anrcom.msu.edu