Building an effective event timeline
Work backwards from the event date and break tasks into phases: planning, procurement, production, and day-of operations. Assign owners and deadlines for each task to ensure accountability.
Timeline structure:
- 6–12+ months out: Define goals, secure venue, and set budget.
- 3–6 months out: Confirm vendors, begin promotion, and finalize program.
- 1–2 months out: Confirm attendee lists, run technical checks, and print materials.
- Week of event: Final confirmations, staff briefings, and rehearsals.
Task-list tips:
- Use a shared project tool or spreadsheet with task owner, due date, status, and notes.
- Group tasks by function (logistics, marketing, AV, catering) for clarity.
- Schedule buffer time for approvals, deliveries, and unexpected delays.
Regular check-ins and a single up-to-date timeline reduce miscommunication. Ensure everyone knows escalation paths for last-minute changes.