6 to 12 Months Ahead
Choose a themeVisit potential sites Research/appoint an event coordinator/managerResearch/select committees/chairpersons Chairperson forms subcommittees Get cost estimates (site rental, food, drinks, sound/lights, etc.)Get recommendations for entertainment; hold auditionsGet bids for entertainmentGet bids for decorationsGet bids for design/printingGet bids for other major itemsFinance committee drafts initial budgetDecide on admission costCreate sponsorship amounts/levelsList items to be underwritten and possible sourcesResearch/approach honoreesCompile mailing list (individuals/businesses)Check proposed date for potential conflicts, finalize date in writingGet written contracts for site, entertainment, etc.Develop alternative site (if event is outdoors)Consider pre-party event for publicity or underwritingInvite/confirm VIPsPick graphic artist; begin invitation designCreate logo for event with graphic artistOrder hold-the-date cards or other event announcementsSet marketing/public relations schedule
