Fundraising for missions: Sample Event Timeline

by Mariana Mezzoni

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Sample Event Timeline

3-6 Months Prior

  • Begin preparing press releases, media advisories and press kits
  •  Develop visitor take-home pieces/event printing needs/banners/buttons etc.
  •  Begin preparing invitations
  •  On-site meeting with caterer and a/v company to go over specific needs
  •  Arrange for security

2-3 Months Prior

  • Finish addressing invitations and prepare for mailing
  •  Add invitation to web site
  •  Make sure printed materials are available
  •  Send save the date information
  •  Arrange for valet/attendant parking
  •  Complete plans for promotions
  •  Complete program/agenda
  •  Begin ticket sales

4 Weeks Prior

  •  Mail invitations
  •  Designate RSVP personnel
  •  Complete press kits/press invitations
  •  Complete press room arrangements
  •  Begin press coverage/talk show arrangements
  •  Complete all required printing
  •  Complete volunteer recruitment
  •  Finalize theme décor/floral/signage
  •  Finalize seating
  •  Finalize registration/welcome

2-3 Weeks Prior

  •  Mail press releases and advisories
  •  Go over physical layout and follow-up with staff, a/v company and caterer
  •  Remind staff/employees about event
  •  Complete checklist review

1 Week Prior

  •  Complete event walk through with all appropriate personnel, including location staff
  •  Check all materials
  •  Complete tour training
  •  Send employee reminder
  •  Follow-up on press release with calls to media
  • Follow-up on photo opportunities with calls to media
  •  Set TV/radio appearances
  • Complete RSVP and give attendance numbers to catere
  • Review checklist.


Day of Event

  •  Put out fires

1 Week Following Event

  •  Write thank you notes
  •  Hold thank you party
  •  Complete satisfaction surveys
  • Meet for review and ideas for next year
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Mariana Mezzoni

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