Planning an event is an enormous task to take on. There are countless elements that need to be addressed before an event can occur, including: catering, registration, speakers, sponsors, itinerary, virtual platform, bar, AV...and the list goes on and on. With so many different aspects to plan, creating an event from start to finish can be daunting. If you find yourself overwhelmed and unsure where to start, or what to do next in your event planning process, check out BLME’s ideal event planning timeline below.

BLME’s Ideal Event Planning Timeline

1.5 -2 years out

Pick a date

Determine your budget

Secure a venue

Set event goals and mission

1 year out

Establish the event’s team and determine what everyone’s roles will be

Reach out to vendors to ask them to participate in your event

Reach out to any speakers/experts to participate as well

Begin planning the event’s program - what will the event actually entail?

8 months out

Determine your event’s target audience and begin developing ways to reach them

Begin any marketing and PR campaigns

Create invite list

Secure accommodations like hotels, parking, and transportation

6 months out

Send out save the dates to targeted audience

Push marketing campaigns even further

Secure and finalize the vendors and speakers

Design promotional items - programs, signage, etc.

Pick a platform for any virtual components for the event

3 months out

Send out invitations

Do a site visit at the venue

Finalize menus and bar options

Order any necessary supplies (nametags, pens, etc.)

2 months out

Confirm the role of each vendor - what speakers are speaking about, how security will operate, etc.

Do a runthrough for any A/V needs at the venue with the tech/production company

Create a rough floor plan

Begin drafting the official timeline for the event

Do a final marketing push to up attendance

Test out virtual components

1 month out

Finalize the event’s timeline

Print event materials (name tags, signage, programs, etc.)

Finalize guest list

Finalize floor plan

Create and disseminate event scripts when necessary

Finalize event staff

1 week out

Confirm the event timeline with all vendors and speakers

Confirm reservations for accommodations and transportation

Put together any swag bags or welcome materials

Send out an email blast to guest list reminding them of the event and tell them anything they need to know - parking info, dress code, etc.

Confirm final counts with the caterer

Event day

Before the start of the event, review each vendors’ roles and responsibilities

Do a final A/V test before the event begins

Be available (in person, on the phone, and through email) to answer any last-minute questions

Make sure the speakers stay on time

Help everyone adhere to the timeline

Put out any “fires” aka fix problems as they arrive

Need help with your own event timeline? BLME has packages that help support ideation, event strategy, and all the way through to execution and post-event reporting. Schedule a call now!

I need help with my event!