Event Timeline Word



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Review Menus and setups make sure they still work based on current registrations Monitor and manage registration list Double check to ensure payments have been made Email billings to balance dues to try to collect all money before event Cancel duplicates Answer participant questions Start Assembling Materials Educational Materials Folders (if needed) Create nametag template Agendas Invoices/paid receipts Other materials Do a final run through of the facility Check on best layout for meals Check for enough electrical outlets Plan where you want registration Let facility know who VIP s / Speakers are if appropriate Confirm Guest List with Hotel if needed 10 to 15 Days Before Event Item Target Date Completion Date Create Checklist of what you need to pack for event (keep adding to it as event gets closer) Start creating a pile of things that need to go with you in one spot so it is ready to go Start tracking registrations each day canceling duplicates, double checking payments Create Supply Box: Tape Scissors Pens Sharpie Markers Thumb Tacks Sticky notes Memory stick Pins Stapler, staples Paper Receipt books Batteries Anything else you might need Create hot list of critical phone numbers Create any signage needed for event 3 Days Before Event Item Target Date Completion Date Create Master Notebook Run Registration List Run Balance Due List Run copy of invoices by number Copy of all materials Check list Copy of All Contracts Any detail lists or reports to make each section function Make Name Tags (put with folders) Make stickers for tops of folders if needed with name and information of participants Print Invoices (alpha order) and put in folders Turn in Guarantee s to facility (usually this is at the 3 business days before event time) Get Cash to make change if needed Reconfirm with speakers or if you have hosts touch base with hosts to ensure everything is all set with speakers Send Participant names to speakers if needed Type instructions for staff to




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