In-person Event Planning Timeline

6-12 MONTHS

  • Confirm event goals (raise funds, celebration, educational, etc.)
  • Decide whether an in-person, hybrid or virtual event platform will work best to achieve your goals and reach your audience
  • Determine how you will measure the success of your event and create an evaluation plan
  • Decide on a date taking other EHE and Ohio State events into consideration
  • Discuss budget with the Fiscal Office for your unit
  • Submit event information with estimated budget to the Dean's Office for approval (if applicable)
  • Choose theme (if applicable)
  • Consider available venues and which ones will help you to meet your goals; submit contract through Workday to be signed by the fiscal office
  • Decide how event will be managed
    • Use a project management tool (ie. Excel spreadsheet, Teams files and/or other tools at your disposal) to track responsibilities and deadlines
    • Convene a planning team (if applicable)
    • Create a contact list for the planning teach with name, number and their planning role
    • Determine a point person for each part of the event
    • Set reminders for all approvals that will be needed along the way
    • Establish overall timeline and task list for event planning team
    • Establish meeting times and frequency for the event planning
    • Determine how registration will be received and if there will be a cost involved
  • Submit event to OSU calendar via go.osu.edu/calendar
  • Hire vendors if necessary.Be sure to review Ohio State's approved vendor list
    • Florist
    • Photographer
    • Audio visual
    • Entertainment
    • Caterer – discuss:
      • dietary issues
      • arrival time/set up time
      • set up plan
      • if volunteers will replenish food during event
      • leftovers plan
    • Contract
  • Share date with:

3-6 MONTHS

  • Save the date communication
  • Order any necessary materials – giveaways, Sharpies, name tags, etc. Some items, such as giveaways, can take several weeks to be approved and delivered.
  • Set up registration; discuss with fiscal office if there is a charge for guests
  • Submit ticket to MarCom for department services if needed:
    • Think about marketing support, social media, communications, design needs, web site updates, photography
    • Request a consultation with their team and the Dean's Office as needed

2 -3 MONTHS

  • Publicize event and send invitations (Note: you may want to do this even earlier depending on the nature of your event)
  • Manage registrations and provide regular updates to planning team
  • Receive any ordered items
  • Consider print materials that may be needed
  • Recruit volunteers if necessary
  • Arrange parking – Parking passes can be purchased two ways through CampusParc. You can stop into CampusParc office to make a pcard purchase for a single day pass OR you can purchase multiple day passes through a Workday request. See the ARC for a job aid on how to place a CampusParc order.
  • Decide seating arrangements, including reserved seating for honored guests or college/university leadership (must contact Office of Advancement to discuss VIPs who are alumni or donors)
  • Set up a walk thru time with venue, caterer, and anyone else involved

1-3 WEEKS PRIOR

  • Confirm arrival time of
    • Dean (if applicable)
    • Leadership team
    • Any VIPs (IF any VIPs are major donors or major gift prospects, communication must be discussed with EHE Office of Advancement)
    • All vendors – request cell phone numbers in case there are issues during the event
  • Presentations created and approved
  • Seating arrangement finalized
  • Email guests with last minute details regarding logistics, parking information, etc.
  • Walk thru with VIPs
  • Decide if a follow up feedback survey should be created and distributed after the event
  • Communicate roles for and responsibilities for volunteers and support staff
  • Discuss shot list and documentation plan with photographer and/or videographer

ONE WEEK PRIOR

  • Final headcount to caterer, venue, staff, Dean, anyone else necessary
  • Create name tags, agendas and other printed items
  • Confirm all details with vendors

EVENT DAY

  • Arrive one to two hours early for event prep
  • Set up registration area; prepare for guests to arrive up to 30 minutes early
  • Prepare a way to communicate during event with support staff – group cell phone text or other
  • Prep technical items such as presentations
  • Meet with volunteers re: responsibilities
  • Run through program
  • Check thermostat, lighting, and any other necessary settings

POST EVENT

  • Feedback survey
    • Distribute day after event
    • Pull survey results report and distribute results to those involved
  • Submit attendee information to EHE Advancement for tracking purposes
  • Keep notes and an event summary for records
  • Ensure vendors are paid
  • Add final attendee list and any other details to Workday
  • Send thank you notes to anyone necessary