A comprehensive timeline is necessary to stay on schedule during the planning, preparation and execution phases of your event. Additionally, assigning responsibilities for each task specified within the timeline ensures that your team is clear on the individual and collective duties required for your event’s success. Below, please find two examples of event timelines based on actual events.
As soon as possible
- Set marketing goals – (For example, goals for your event could include increasing attendance, raising recognition of SEAS, and/or honoring and hosting donors and alumni)
- Decide on what needs to be done for event
- Assign responsibilities
- Prepare an estimated budget
Three months before the event
Two months before the event
One month before
Three weeks before
One week before
- Send out media reminder/media alert
One week after
- Archive all material, print and electronic
- Assess results
- Thank participants and possibly attendees
Six Months Before (August)
- Open House Committee formed
Five Months Before (September)
- Discuss structure of the day, budget, responsibilities
Three Months Before (November)
- Send out a save the date card to:
- All middle school principals in VA
- Math and sci high school teachers in VA
- Current SEAS applicants to date
- High school guidance counselors in VA
- HS principals in VA
- Seniors from VA, MD, NC, WV
- VA juniors
Two months before (December)
- Update Web page
- Get all print material printed
One month before (January)
Three weeks before
Two weeks before
- Consider sending an e- mail blast that reminds prospective students about the event
One week before
One week after
- Archive all material, print and electronic
- Assess results
- Thank participants and possibly attendees
Before Event | Almost Here | After Event | Home
