The Event Timeline

11 – 12 Months Out

Sign Management Agreement

Review Objectives and Mission – Clarify

Develop Proposed Budget / Forecast Income / Design Event Detail

Set Meeting Schedule and Outline Specific Objectives and Milestones

Update Website and Develop Social Networks

Follow Up with All Past Participants / Send Survey

Design Efficiency Models and design NFP Partners outreach (if applicable)

8 – 10 Months Out

Design Comprehensive Venue Map

Review Permit Process **If applicable

Secure Proper Insurance Certificates

Submit Special Events Liquor License

Develop Sponsorship Proposals and Process (tangible and intangible benefits)

Develop and Send Applications to past Participants (put online)

Submit Calendar Listings

6 – 7 Months Out

Solicit Media Partners

Print Partners / Radio Partners (AM & FM) / TV Partners / Digital Partners

Solicit Key Sponsors

Alcoholic Beverages (Beer & Wine)

Non-Alcoholic Beverages (Carbonated / Water)

Outline Tangible and In-Tangible Assets

Develop Talent Schedule & Place Offer

Media Plan Overview

Develop Security Plan and Schedule

3 – 5 Months Out

Develop and Design final Venue Map / Place Vendors

Negotiate Service Contacts / Logistics

Portables, Staging, Dumpsters, Fencing, Etc.

Ongoing Review of Budget – Proposed vs. Actual

Write Press Materials and Develop Detailed Marketing Plan

Secure Ad Space and Design Advertisements

Outline and Develop Signage for Festival

Develop and Review Parking Procedures

Submit City Apps **if applicable

Review Calendar Listings

Alderman & Commander Letters **if applicable

1 – 2 Months Out

Prepare and Send Confirmation Letters

Food Vendor Apps to the City **if applicable

Submit Liquor Application to the City Council

Reminder Email re: Hydrants and Street Closures

Order T-Shirts

Develop Hospitality Plan / VIP

Host Volunteer and Food Vendor Meeting

Order Cash from Bank for Starting Cash – $

1 – 2 Weeks Out

Review Gate Procedures

Review Beverage Booth Procedures

Follow-up with All Participants, Talent, Service Providers, and Volunteers

Review/Order Additional Signage

1 – 3 Days Out

Review Event Checklist – See Attached

Load Vehicles

Review with All Key Staff Members

Contact All Media with Press Release

1 Week After

Repeat

Send Questionnaire / Goal: Get Testimonials and Constructive Criticism

Update website with new dates for next season

Revise Collateral Materials