When to Schedule Events

For a meeting planner knowing when to schedule events is an integral part of their day job. It can definitely be a juggling act. And timing is of the essence. A good meeting planner takes the time, up front, to address every component of the meeting or event to ensure that nothing is being overlooked. On top of that, there are certain conference planning tasks that need to be addressed well ahead of the event. Failing to do so could turn an otherwise successful event into a disaster.

A Main Component of a Meeting Planner’s Job Description Is Knowing When to Schedule Events

Being organized is a necessity in meeting planning. The following is a general outline of when to start planning for a meeting or event:

Greater Than Two Months from the Event Date

• Convention and Visitors Bureaus (CVB)
• Destination Management Companies (DMC’s)
• Accommodations
• Travel Arrangements
• Keynote Speakers
• Customized Gifts/Promotional Items
• Marketing (Including Social Media)
• Signage (Customized)

One to Two Months from the Event Date

• Sponsorships
• Venues
• Transportation (Vehicles)
• Custom Brokers
• Print Material
• Confirm Meeting and Breakout Rooms

One Month from the Event Date

• Photographers
• Entertainment, General
• Registration Services
• Insurance
• Finalize Caterers
• Confirm All Suppliers
• Event Staff

Each of the meeting and event planning  items listed above will have additional components that also need to be addressed up to (and after) the event date. An event planning template, or checklist, is a good method to keep all of the dates, and action items, organized. There are many templates available on event and party planning blogs that will help you create your own personal checklist. At MasterTheEvent.com we have an event planning checklist that will help you get your planning underway. Download our event planning checklist here.

Enjoy these related articles:

• 5 Ways an Event Planning Template Can Work for You
• Event Planning Template for Establishing a Venue Budget
• Microsoft Office’s Free Event Planning Template

Knowing when to schedule events is crucial for a meeting planner. It’s essential to be organized and plan ahead for all of the meeting or event’s components. Leaving things to the last minute can be a recipe for disaster. An event planning checklist helps keeps the multitude of tasks organized and ensures that they are completed in a timely manner.