Timeline
Key Activities
12 Months Before
Define event goals and vision, establish budget, select date(s), create planning committee, develop guest estimate, research and secure venue, create preliminary project plan. Use the calendar below to schedule our monthly meetings.
11 Months Before
Finalize venue contract, identify key vendors (catering, AV, décor, entertainment, photography), establish event branding/theme, begin sponsorship outreach (corporate events).
10 Months Before
Book major vendors, create event website, draft guest list, secure accommodations/room blocks, outline agenda or ceremony flow, develop communication plan.
9 Months Before
Send Save-the-Dates, confirm event concept and design, begin menu planning, arrange transportation needs, establish registration process (corporate events).
8 Months Before
Finalize entertainment and speakers, review vendor contracts, begin décor planning, launch registration or RSVP tracking, develop risk management plan.
7 Months Before
Order invitations, confirm floorplans, identify staffing requirements, begin marketing campaign (corporate events), schedule planning meetings with vendors.
6 Months Before
Send invitations (or open registration), finalize agenda/program, secure permits if needed, confirm accommodations, begin detailed budget review and adjustments.
5 Months Before
Monitor RSVPs and registrations, finalize menu selections, plan signage and printed materials, coordinate audiovisual requirements, conduct vendor check-ins.
4 Months Before
Confirm entertainment details, review seating strategy, finalize event branding materials, order promotional items or favors, schedule walkthrough with venue.
3 Months Before
Finalize guest count projections, develop detailed event-day timeline, assign roles and responsibilities, review contingency plans, confirm transportation logistics.
2 Months Before
Confirm all vendor deliverables, finalize seating charts, order final printed materials, conduct planning review meeting, begin attendee communications/reminders.
1 Month Before
Confirm final headcount, finalize payments schedule, distribute event-day schedules, conduct venue walkthrough, prepare emergency contact list and backup plans.