Sample Event Planning Timeline

This is the event planning timeline we developed and used for our “Getting It Together: Organizing Collectives for the Real World” workshop in 2018. You can find our event planning timeline template here.

November 15

  • confirm date and time for workshop
  • review timeline

December 1

  • review general workshop plan
  • brainstorm accessibility plan (i.e., potential need for childcare, support people, translation, layout of room, physical access, washrooms, transportation subsidy)
  • discuss other event logistics: refreshments, room arrangements, etc.
  • determine whether to require pre-registration
  • decide about whether to fundraise and, if so, how
  • discuss promotional strategy (e.g., invite groups? ask groups to publicize?)
  • divvy up tasks listed below that occur prior to next PUC meeting

December 15

  • set up PUC Facebook page
  • book venue
  • draft preliminary budget
  • develop event announcement/invitation (include suggested readings)
  • launch Facebook event page with venue, accessibility, and any other details
  • send mass email announcement from PUC email account
  • draft poster

January 5

  • finalize poster
  • make plan for postering
  • update Facebook event page and post poster and hype item
  • send in event blurb and poster to people and ask them to post to the GSA list and OPIRG list.
  • review workshop outline, make any final revisions, distribute facilitation responsibilities
  • recruit a videographer and make a plan for filming

January 19

  • post article or other hype item to Facebook event page
  • assign people to procure snacks, bus tickets, and workshop materials

January 29

  • finalize accessibility plan (i.e., task people confirmed, additional requests from attendees)
  • post article or other hype item to Facebook event page
  • share Facebook event widely again with “next week!” message
  • send second mass email announcement from PUC email account

February 2

  • send reminder to “going” and “interested” groups

February 3

  • arrive at venue and set up
  • facilitate workshop
  • clean up and go home

February 5

  • post thank you to all who attended, helped, etc.

Next PUC meeting

  • debrief event
  • prepare any thank you cards
  • decide whether to edit/distribute videos
  • decide about making text of workshop outline public