Event Planning Checklist & Timeline

Use this chronological checklist and timeline to help plan your event (or program). If you have any questions, please contact ecsuwt@uw.edu

Please note: We realize that some events might be on a shorter timeline, so feel free to use this as a guide and adjust accordingly to your timeline taking into account all your factors and the information below. The bigger the event, the more time generally needed. This is due to some events requiring approval and review processes for food, Facility support, staffing support, etc. which can take 3–5 weeks.

1. Initial planning [3+ months Ahead]
   • Determine event goals and objectives
   • Identify program details
   • Establish budget
   • Determine if food will be an option
   • Determine what additional services are needed for support: A/V, setup, custodial, security, etc. 
   • General ideas for setup
      
2. Booking space(s) [2+ months ahead]
   • Reserving the needed space(s) appropriate for your event
      
3. Determine food option & obtain permitted approval [2+ months ahead]
   • Determine food option and work with University Public Health department on getting permitted approval. Food not permitted by our health department CANNOT be served/present on campus.
      
4. Determine and request additional support services [2+ months ahead]
   • Media Services — Audio/Video support, in-space tech support
   • Facilities — Custodial, standard cleaning & maintenance 
   • Campus Safety — On-site security (Especially if alcohol is to be served at event)
      
5. Promoting [2+ months ahead]
   • Marketing and branding event
   • Ensuring what you're promoting is accurate: date/time, location, amenities, etc.
      
6. Preparation [1+ month(s) ahead]
   • Finalize your event/program "run of show" schedule
   • Begin finalizing setup details
      
7. Finalize setup details [3+ weeks ahead]
   • Update Events & Conferences office with any setup adjustments
   • [External clients only]: Ensure you provide a copy of special liability insurance
      
8. Enjoy Your Event
    
9. Review with your team how your event went [Post-event]
   • Collect feedback and use to help plan for future events