Sample Timeline for Events

The earlier, the better!

6 Months Prior:

• Determine event date and time

4-6 Months Prior:

• Determine and reserve event location

3-4 Months Prior:

• Select caterers and menu
• Arrange parking and travel
• Identify speakers

2 Months Prior:

• RSVP for speakers
• Rentals list
• Advertising (i.e. Events Calendar, Campus Calendar, Public Calendars, Email invitations, PSA KZSC)

1 Month Prior:

• Advertising (i.e. Email RSVP #1, Newsletters)
• Diagram of room setup
• Get décor for room
• Purchase orders on CruzBuy

2 Weeks Prior:

• Advertising (i.e. Email RSVP #2)
• Confirm everything (i.e. Catering, Rentals)

1 Week Prior:

• Advertising (i.e. Reminder email)
• Finalize RSVPs and create name tags if needed

Day of Event:

• Setup event!

1-7 Days After Event:

• Send out Thank You Acknowledgements
• Event debrief
• Obtain invoices for reinbursements