Latest Event:
The 2022 International CEO Golf Challenge "Tuesday 1st November at 08:00 - 18:00 Caymanas Golf and Country Club"
The 2021 Caribbean Power Marketing Conference "11/02/2021 at 8:00am - 04:00pm Caymanas Golf and Country Club Jamaica"
Caribbean Leadership Conversations 2020 "November 4th 2020 Caymanas Golf and Country Club Jamaica"
CARIBIZTECH 2022 "October 25th -26th 2022 New Kingston Jamaica"

360 Event Scheduling Checklist

6 to 12 Months Ahead


  1. Decide event purpose (raise funds, visibility, celebration, etc.)
  2. Choose a theme
  3. Visit potential sites
  4. Research/appoint an event coordinator/manager
  5. Research/select committees/chairpersons
  6. Chairperson forms subcommittees
  7. Get cost estimates (site rental, food, drinks, sound/lights, etc.)
  8. Get recommendations for entertainment; hold auditions
  9. Get bids for entertainment
  10. Get bids for decorations
  11. Get bids for design/printing
  12. Get bids for other major items
  13. Finance committee drafts initial budget
  14. Decide on admission cost
  15. Create sponsorship amounts/levels
  16. List items to be underwritten and possible sources
  17. Research/approach honorees
  18. Compile mailing list (individuals/businesses)
  19. Check proposed date for potential conflicts, finalize date in writing
  20. Get written contracts for site, entertainment, etc.
  21. Develop alternative site (if event is outdoors)
  22. Consider pre-party event for publicity or underwriting
  23. Invite/confirm VIPs
  24. Pick graphic artist; begin invitation design
  25. Create logo for event with graphic artist
  26. Order hold-the-date cards or other event announcements
  27. Set marketing/public relations schedule
  28. Develop press release and calendar listings
  29. Select photographer; arrange for photos of VIPs, chairmen, honorees
  30. Get biographical information on VIPs, celebrities, honorees, chairmen
  31. Investigate need for special permits, licenses, insurance, etc.

3 to 6 Months

  1. Begin monthly committee meetings
  2. Write/send requests for funding or underwriting to major donors, corporations, sponsors
  3. Request logos from corporate sponsors for printing
  4. Review with graphic artist invitations, programs, posters, etc.
  5. Prepare final copy for invitations, return card, posters
  6. Prepare final copy for tickets
  7. Complete mailing lists for invitations
  8. Order invitations, posters, tickets, etc.
  9. Sign contract with entertainment company
  10. Make list of locations for posters
  11. Finalize mailing lists; begin soliciting corporations and major donors
  12. Obtain lists from honorees, VIPs
  13. Obtain radio/TV sponsors, public service announcements, promos
  14. Set menu with caterer for food and beverages
  15. Secure permits and insurance
  16. Get written confirmation of celebrity participation/special needs
  17. Finalize audio/visual contract
  18. Select/order trophies/awards

2 Months Ahead

  1. Hold underwriting or preview party to coincide with mailing of invitations; invite media
  2. Assemble/address invitations (with personal notes when possible)
  3. Mail invitations
  4. Distribute posters
  5. Finalize transportation/hotel accommodations for staff, VIPs, honorees
  6. Obtain contracts for decorations and rental items
  7. Confirm TV/radio participation
  8. Release press announcements about celebrities, VIPs, honorees
  9. Follow up to confirm sponsorships and underwriting
  10. Obtain logos from corporate sponsors for program printing
  11. Review needs for signs at registration, directional, etc.
  12. All major chairpersons to finalize plans
  13. Hold walk-through of event with responsible committees, chairpersons and responsible site staff members at event site
  14. Review/finalize budget, task sheets and tentative timeline
  15. Start phone follow-up for table sponsors (corporate, VIP, committee)

1 Month Ahead

  1. Phone follow-up of mailing list (ticket sales)
  2. Place newspaper ads, follow up with news media, on-air announcements
  3. Confirm staff for registration, hosting, other
  4. Write to VIPs, celebrities, program participants, confirm participation
  5. Complete list of contents for VIP welcome packets
  6. Get enlarged site plan/room diagram, assign seats/tables
  7. Give estimate of guests expected to caterer/food service
  8. Meet with all outside vendors, consultants to coordinate event
  9. Review script/timeline
  10. Continue phone follow-ups for ticket/table sales
  11. Continue assigning seats; set head table, speaker’s platform
  12. Confirm transportation schedules: airlines, trains, buses, cars, limos
  13. Confirm hotel accommodations
  14. Prepare transportation and accommodations (include arrival time, flight number, airline, person assigned to meet flight)
  15. Confirm special security needed for VIPs, event
  16. Prepare welcome packet for VIPs, chairmen, and key staff
  17. Schedule deliveries of special equipment, rentals
  18. Confirm setup and tear down times with event site
  19. Finalize plans with party decorator
  20. Give caterer revised numbers
  21. Meet with chairpersons, key staff to finalize any of the above

1 Week Before

  1. Meet with all committees for last-minute details
  2. Finish phone follow-ups
  3. Confirm number attending
  4. Finish seating/table arrangements
  5. Hold training session with volunteers; finalize assignments
  6. Secure two or three volunteers to assist with emergencies
  7. Finalize registration staff
  8. Distribute seating chart, assignments to hosts/hostesses
  9. Schedule pickup or delivery of any rented or loaned equipment
  10. Double-check arrival time and delivery times with vendors
  11. Reconfirm event site, hotel, transportation
  12. Deliver final scripts/ timelines to all program participants
  13. Finalize catering guarantee, refreshments
  14. Confirm number of volunteers
  15. Make follow-up calls to news media for advance and event coverage
  16. Distribute additional fliers
  17. Final walk-through with all personnel
  18. Schedule rehearsals
  19. Schedule volunteer assignments for day of event
  20. Establish amount of petty cash needed for tips and emergencies
  21. Write checks for payments to be made for the day of the event

Day Before Event

  1. Lay out all clothes that you will need the day of the event
  2. Recheck all equipment and supplies to be brought to the event
  3. Have petty cash and vendor checks prepared

Event Day

  1. Arrive early (with your change of clothes)
  2. Unpack equipment, supplies and make sure nothing is missing
  3. Be sure all VIPs are in place and have scripts
  4. Reconfirm refreshments/meal schedule for volunteers
  5. Go over all the final details with caterer and setup staff
  6. Check with volunteers to make sure all tasks are covered
  7. Setup registration area
  8. Check sound/light equipment and staging before rehearsal
  9. Hold final rehearsal



  1. Send thank you notes to presenters/performers and to volunteers who worked extra hard
  2. Do a post-event evaluation
  3. Make sure to pay all bills and turn in all grant paperwork on time!!

Don’t forget to keep a list of the people and the phone numbers that you are contacting throughout your planning. We suggest collecting them on the back of this list

Leave a reply