What is the Typical Timeline for Planning an Event?

6-8 Months Prior:

  • Secure Honorees, Artists, and Event Co-Chairs/Committee
  • Secure venue and pricing
  • Discuss vision and messaging
  • Finalize Invitation Design & Content
  • Send Save the Date by e-mail.
  • Update website and all social media
  • Compile and segment mailing lists

3-5 Months Prior:

  • Draft & send initial sponsor requests
  • Collect collateral material from honorees
  • Receive rider info from artists
  • Source production needs (create RFPs, if necessary)
  • Finalize invitation design and content
  • Implement social media campaign

2 Months Prior:

  • Print invites (10 weeks out) & Mail (8-9 weeks out)
  • Venue walk-thru with stage production
  • Finalize menu and site plan
  • Send e-blast of “event news”
  • Secure all last-minute auction prizes
  • Update website and all social media
  • Draft journal & finalize
  • Draft auction guide & finalize
  • Finalize stage production needs
  • Create on-site messaging material
  • Receive awards

Final 2 Weeks:

  • Finalize Run of Show
  • Draft program & speeches
  • Launch cloud-based auction
  • Call for Guest lists
  • Seating placement
  • Update budget
  • Invoice for outstanding payment
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