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Event Planning Timeline

10 Weeks Prior to Event
Budget Breakdown
Set Goals
Target Audience
Complete SAOnline Request
Reserve Rooms and Rain Location
Assess Equipment/Technical Requirements
Have SAO Request Contract

8 Weeks Prior
Deadlines on Tasks
Brainstorm Publicity Ideas

6 Weeks Prior
Advisor/Student Activities Process Contract
Reserve Vehicle
Reserve Housing/Hotel
Process Check Request through Student Union Bookkeeper
Confirm Equipment/Technical
Reread Contracts and Contract Riders

4 Weeks Prior
Begin Advertising: Newspaper, Radio, Buttons, Posters, Fliers, Table Tents, Brochures
Begin Ticket Sales
Arrange Food Service & Hospitality
Arrange Committees
Telephone Agent
Confirm Housing

2 Weeks Prior
Specifics for Press Conference
Reread Contract
Confirm Payment Readiness
Confirm Crew
Full Force Advertising
Check status of SAOnline request - reply to pending questions

Day Before
Dry Run of Event
Prepare Introduction
Receive Performer's Check
Check on Hospitality

Day of Event
Check on Hospitality
Check on Set-Up(s)
Welcome Performer

After Event
Pay Performer Immediately
Clean Up
Immediate Evaluation
Thank You's