This week, we are lucky enough to have a guest blog about making an event planning schedule from grant researcher and writer for CollegeGrants.org, Amanda Tradwick. You never know when you might need this! Here’s what Amanda has to say about putting your own event together:
If you’re planning a large event, you may want to use a checklist to make sure you don’t forget anything. It’s best to get started on your plans four months prior to the event if it’s a large event. If you’re planning a small one, you can follow this checklist on a shorter calendar and eliminate some of the large-scale checklist items.
Four Months Ahead of Time
- Choose possible times and dates
- Check availability of key guests and solidify time and date
- Decide if you need assistance planning and running the event
- Contact those who might help you with the event
- Come up with a budget – see if you need additional funds
- Identify a location and call to check on availability
- Decide on entertainment options; investigate options, choose and reserve
- Investigate security needs; reserve if necessary
- Investigate food and beverage options; set appointment with caterer
- Revise budget as needed
- Explore travel and lodging needs and options
- Investigate liquor licensing needs
Three Months Ahead of Time
- Review budget issues
- Advertise
- Create and send out invitations
- Audition entertainment options; arrange sound and staging support
- Outline a timeline of who will handle what with set up, support, and clean up
Two Months Ahead of Time
- Review plans and craft a back up plan for any aspect of event that may fall through
- Make appropriate reservations for back-up plan
- Check in with all vendors and support staff
- Make reservations according to back up plan
- Check advertising and RSVP list to see how guests are responding
Three Weeks Ahead of Time
- Contact all vendors; verify plans
- Meet with support staff
- Share step-by-step instructions for appropriate aspects of event with support staff and vendors
- Assign responsibility as needed
- Explain check ins and back up plans to support staff
- Pay vendors and solidify reservations
The Week After
- Make sure all outstanding bills are paid to vendors
- Send out thank yous if appropriate
About the author:
Amanda Tradwick is a grant researcher and writer for
CollegeGrants.org. She has a Bachelor’s degrees from the University of
Delaware, and has recently finished research on grants for college
tuition and free pell grants.
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