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. As is our practice, we started planning ten weeks in advance for the February 3rd event. 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