Event Planning Resources

Planning an event involves more than reserving a room. Consider the following resources during the planning process.

Event Planning Timeline

3+ Months Before

  • Define event goals and purpose
  • Confirm funding and budget
  • Select dates and identify key participants
  • Reserve a space through EMS
  • Submit marketing and communication requests
  • Identify accessibility, technology, catering, and staffing needs

1-3 Months Before

  • Develop guest lists
  • Coordinate invitations
  • Confirm catering and vendors
  • Finalize room setup and technology requirements

4-6 Weeks Before

  • Send invitations
  • Confirm speakers and presentations
  • Order signage and printed materials

1-2 Weeks Before

  • Finalize attendee counts
  • Confirm catering numbers
  • Review event schedule and logistics