Event Planning Timeline

The CAA recommends following this timeline when planning an in-person event.

3 to 6 Months before the Event 

  • Finalize event goals (event purpose, number of attendees, breakdown of attendees, etc.)
  • Determine any internal/external partners

10 to 12 Weeks before the Event

  • Finalize event logistics (date, time, place, cost, RSVP contact, information contact, event description). 
  • Share save-the-date via social media, email (if necessary)
  • Secure any necessary vendors (photography, entertainment, etc.) 
  • Submit any contracts to CAA liaison for processing by the Office of Alumni and Development Finance Team

6-7 Weeks before the Event

  • Create a registration page for the event (Eventbrite, NationBuilder, etc.) 
  • Begin promoting event through CAA marketing channels, NationBuilder, Social Media

3 Weeks before the Event

  • Monitor event registrations and keep CAA liaison and venue up to date with numbers
  • If the attendance differs from initial expectations, consider any necessary changes/modifications of venue. 
  • Send an email reminder
  • Begin recruiting volunteers for the event.  (Greeters, manage registration, take pictures for social media, etc.) 
  • Create an event program, ensure any speakers are comfortable with their role
  • Confirm set-up needs (AV, wifi for registration, etc.) and menus with the venue

2 Weeks before the Event

  • Continue to promote the event
  • Confirm any supplies/support needs with CAA liaison

1 Week before the Event

  • Confirm final details with the venue
  • Ensure event participants (speakers, volunteers) are briefed and prepared

3 Days before the Event

  • Send out registration reminders to attendees (include any venue-specific instructions)
  • Ensure the walk-in plan is solidified
  • Ensure all event supplies (gift for hosts/speakers, registration list, nametags, pens, petty cash, etc.) is secured

Day of Event

  • Arrive an hour to 45 minutes early, check the room set-up and any audiovisual equipment, and set up the registration table
  • Check with the caterer to make sure that the food will be served on time and that no last minute changes need to be made
  • If payments are being taken at the door, be sure to have cash on hand to make change or Eventbrite walk-in tickets are set-up
  • Volunteers working at the registration table should take accurate attendance, checking off attendees who pre-registered and adding names of any guests who did not register in advance

3-5 Days after the Event

  • Send an email to the participants to thank them for attending
  • Upload/tag attendees in NationBuilder
  • Submit all registration information to the CAA