These
task list reminders from QuickEventPlanner.com are designed to keep you on time
and on track for a successful event. Based on your type of event, not all tasks
may apply to your event but we hope you will find the majority of them helpful.
Reminders from QuickEventPlanner.com - 360 Days Before Your Event
Determine the Reason for Your
Event and the Objectives: For Example, Set a Fundraising Goal
Determine the primary event
contacts
Finalize Your Event Date
Select Your Location –
Consider Visiting Several Sites
Set up Your Event Website on QuickEventPlanner.com so Potential
Attendees and Sponsors Can Save the Date
Check Community Calendar for
Any Competing Events
Begin to Determine Potential
Committee Members Prepare a preliminary agenda and guest list
Establish planning and
promotional action plans
Reminders from QuickEventPlanner.com
- 330 Days Before Your Event
Finalize Your Site including
written Agreement
Determine Event Fees
Set up Revenue and Expense
Budget
Set up Committees Using QuickEventPlanner.com Committee
Management Tool
Create Sponsorship Levels (See Sample Sponsorships in
QuickEventPlanner.com)
Finalize Event Branding or
Theme including Logo
Gather Photos from Prior
Year Event and/or Your Organization to Upload on Your
QuickEventPlanner.com website
Determine Committee Meeting
Dates Leading Up to Your Event
Contact Potential Committee
Members for Your Event
Book Speaker, if applicable
Reserve Hotel Room, if
needed for your event
Determine if You Need
Insurance Coverage for Your Event
Build your e-mail lists to
be uploaded to QuickEventPlanner.com
Reminders from QuickEventPlanner.com
- 270 Days Before Your Event
Send out "Save the
Date" to Attendees, Sponsors, Volunteers using QuickEventPlanner.com e-mail tools
Identify Committees for Your
Event. Set up Committees in the Committee Manager Section of QuickEventPlanner.com
Solicit Committee Members
Review Revenue Projections
and Expenses vs. Budget
Determine Committee Meeting
Dates and Locations
Review any Insurance
Prepare Event Press Kit
Update Sponsorship Sales
Status vs. Goal
Reminders from QuickEventPlanner.com - 240 Days Before Your Event
Develop Agendas for Committee
Meetings
Hold Scheduled Committee
Meeting
1st Round Phone of Calls to
Sponsors – Begin
Send out Press Releases
Arrange Media Sponsorship in
Exchange for Newspaper Ads to Promote Your Event
Reminders from QuickEventPlanner.com - 210 Days Before Your Event
Develop Agendas for Committee
Meetings
Hold Scheduled Committee
Meetings
Year to Date Budget
Review
2nd Round Phone of Calls to
Sponsors
Begin to Solicit Items for
Auction and Raffle
Open Website for registration
- support with e-mail from QuickEventPlanner.com
e-mail marketing section
Reminders from QuickEventPlanner.com - 180
Days Before Your Event
Develop Agendas for Committee
Meetings
Hold Scheduled Committee
Meetings
Review Expense and Revenue
Projections vs. Objectives
Develop Press Release and
Media List for PR
Contract a Photographer or
Find a Volunteer to Take Photos
Continue to Solicit Auction
and Raffle Items
Update Sponsorships Sold vs.
Goal
Update Attendee Status vs.
Goal
Set up Event Page on Facebook
and add link to your event website using Facebook tool on QuickEventPlanner.com
Set up Twitter account and
add link to you event website using Twitter tool on QuickEventPlanner.com
Reminders from QuickEventPlanner.com
- 150 Days Before Your Event
Develop Agendas for
Committee Meetings
Hold Scheduled Committee
Meetings
Year to Date Budget
Review
Send Solicitation
letters/invites to celebrities & dignitaries
Order Photography Plaques
(or when Sponsor confirms)
Solicit Donation of
Sponsor/Players Gifts or Establish Gift Budget
Invoice Sponsors Year to
Date
Send confirmation letter
Gather sponsor logos for
website, signs and banners
Determine Food and Beverage
Requirements
Solicit Auction and Raffle
Item using QuickEventPlanner.com
e-mail tools
Reminders from
QuickEventPlanner.com - 120 Days Before Your Event
Develop Agendas for Committee
Meetings
Hold Scheduled Committee Meetings
Committee Meeting at Golf
Course
Finalize Details with Event
Venue
Year to Date Budget Review
Outline Event Cancellation
Policy – Reschedule or Refunds
Layout Event Program for
Sponsors to Display Advertisements
Order Arrival Gifts
Order Sponsor Gifts
Invoice Sponsors Year to Date
Send confirmation letters
Gather sponsor logos
Update Sponsor Logos on QuickEventPlanner.com website
Reminders from QuickEventPlanner.com - 90 Days
Before Your Event
Develop Agendas for Committee
Meetings
Hold Scheduled Committee
Meetings
Year to Date Budget
Review
Finalize Event Program -
Confirm Sponsor Ads
Finalize Thank You cards
Invoice Sponsors Year to Date
Send confirmation
letters
Gather sponsor logos
Hold sponsor luncheon to
generate more sponsorships and players
Reminders from QuickEventPlanner.com - 60 Days
Before Your Event
Develop Agendas for
Committee Meetings
Hold Sponsor Luncheon with
Potential Sponsors Invited
Hold Scheduled Committee
Meetings
Year to Date Budget Review
Update Volunteer
Assignments using QuickEventPlanner.com
volunteer management tool
Order Signage for Your
Event
Confirm Photographer
Send Twitter and Facebook
Updates
Order Awards, if applicable
Confirm Celebrity Emcees
Schedule Phone Blitz to
Sell Sponsorships and Increase Attendance
Reminders from QuickEventPlanner.com
- 30 Days Before Your Event
Visit Event Venue to Review
Final Details
Hold Scheduled Committee
Meetings
Finalize Event Program and
Event Day Printed Materials
Confirm Arrival Gift
delivery
Confirm Sponsor Gift
delivery
Finalize Event Logistics –
parting ,staff and volunteer communications
Finalize Award program
(script) and send to emcee
Develop Agendas for
Committee Meetings
Send out event reminder with
dates, directions to everyone
Committee Meeting
Year to Date Budget Review
Review all print materials
Review all gifts/prizes
Design player information
sheets
Finalize pairings/player
roster
Design / print bid sheets
Reminders from QuickEventPlanner.com - 7 Days Before Your Event Day
Send out e-mail reminder to
attendees using QuickEventPlanner.com
Provide Final Headcount for
Food and Beverage
Prepare Name Badge and
Registration Lists
Confirm Delivery of all
awards, prizes, signs and other key event materials
Reminders from QuickEventPlanner.com - 1 Day Before Your Event
Update Name Badges and
Registration Lists
Send E-mail Reminder to All
Staff and Volunteer using QuickEventPlanner.com
e-mail tools
Send reminder to all
attendees using QuickEventPlanner.com
e-mail tools
Review Volunteer Assignment
and Registration Procedures
Print Payment Status Reports
from QuickEventPlanner.com for
any outstanding invoices to be collected at registration
Reminders from QuickEventPlanner.com - Event Day
Set up Welcome Banner and
Directional Signs
Hold Volunteer Meeting
Set up Registration, Auction
and Raffle ticket sale area
Meet with employees to go
over event agenda
Set up all signage
Set-up arrival gift area
Set-up silent auction area
with items & bid sheets
Assign Photographer Location
Raffle volunteers
Set-up awards table and
prizes
Assist with awards ceremony
Silent Auction Close Out
Task List - After Your Event
Review all costs and open
invoices
Summarize Financial Results
Finalize any auction item
collections/deliveries
Select dates and location
for next year
Schedule final Committee
Meeting - Debriefing and Financial Results
Deliver Sponsor Thank You
Gifts
Send E-mail Thank You and
Survey to Players and Volunteers
Ask Attendees and Sponsors
for Testimonials
Send Thank You Notes to Event
Staff
Copy your event on QuickEventPlanner.com. You can
copy your event with one-click.
Send a ‘Save the Date’
e-mail from QuickEventPlanner.com
so everyone knows the date for the following year.
