General Event Planning Timeline
12 Weeks Out
- Conceptualize the event. Determine the scope, purpose and name of the event/program (who, what, where, when, why)
- Identify potential dates and locations for event
- Determine target audience (young alumni, families, non-alums, etc.)
- Identify potential risk management issues
- Determine meeting/planning schedule
- Develop the event budget
- Determine number of members and volunteers needed to plan and work event
- Start logistical and supply considerations
- Identify potential partners for event (other alumni groups or community organizations)
- Contact WAA liaison with ideas and details
10 Weeks Out
- Finalize date, time, location (and speaker/entertainment, if applicable)
- Add event to WAA calendar
- Think about event format/flow
- Start designing print materials
8 Weeks Out
- Order signs
- Send materials to printer or WAA
- Order WAA materials needed for event (name tags, table tents, pennants, etc.).
5 Weeks Out
- Confirm menus, room setups and supplies.
- Send invitations (mail, e-mail, Web, phone)
- Recruit volunteers
- Publicize event (press release, community calendars, etc.)
3 Weeks Out
- Establish method to measure attendance/participation and capture contact information
- Meet with volunteers, if needed
Day Of
- Arrive on-site one hour prior to event
- Check in with facility personnel
- Direct volunteers
- Oversee set-up, decorations, etc.
Post-Event Wrap Up
- Recognition of everyone’s help before, during and after the event (thank you’s to participants as well, if warranted
- Evaluate what worked, what didn’t and what lessons learned for next event
- Provide attendee list to WAA so involvement can be tracked and utilized for future outreach
