Event Planning Timeline Guide
Fatina Malik • January 6, 2023
Planning an event is tough. From figuring out the schedule to finding the right venue, it can be easy to overlook crucial components needed to host a successful event. Your plans for your event should be established from the start. With the right strategy, you can build buzz, excitement, and expand your audience well beyond the actual event.
Below is a general guideline for when and how to plan your event that you could customize for your organization.
P.S: This is a pretty lengthy list, so get your notebook and pen out.
6-12 months prior📅:
- Establish your goals and purpose (workshop for a skill, networking, etc.) of the event.
- What would make you consider this event a success?
- What is the end goal?
- Identify the event's team members and delegate their responsibilities accordingly.
- Figure out how you're going to track everyone's responsibilities and the overall progress of this project (weekly meetings, spreadsheets, project management software).
- Start discussing the date and time.
- Remember to give yourself and your team some breathing room for mistakes and unexpected curveballs.
- Decide the duration of the event.
- Identify your attendees. You need to establish who your target market is for this event.
- If this is an “invite-only” event, you'll need to start building an invite list and an outreach process.
- Make a list of favorable venues.
- It's good to weigh the pros and cons of each venue in order to make the best decision.
- Key things to consider are: location, price, accommodations, facilities, availability etc.
- If you're going to include promotional materials, decide on a selection of items that you'll use and how many you'll need. LGP Hub is a one-stop shop for all promotional needs. Visit our website and create virtual samples with your logo.
- If you're looking to have food and drinks (whether they're free or on sale), start looking at various catering options.
- Hors D'oeuvres and other snack items are a great option.
- You can also never go wrong with bottled waters, which you can provide to thirsty guests at long events. Get custom label bottled waters with your brand's logo on LGP Promo.
- Plan the program/schedule. You'll need to put a schedule together that will keep your audience engaged throughout.
- Identify the participants of the events.
- Create a list of the folks you'll want to include.
- Consider your brand's image when choosing your participants. Some artists, speakers and entrepreneurs have certain beliefs/values that may not align with you or your brand, so choose wisely.
- Reach out to the participants on your list. Even though you're making these plans 6-12 months in advance, some of these persons are busy and may have other engagements, so make your arrangements as soon as possible.
- Discuss options for the event budget.
- Finalize the costs associated with the event.
- Look into some funding options if needed and make a list of possible sources.
- Discuss awards, invitations, flyers, tickets, etc. with the design team. Products for events (including the ones I mentioned) are available on LGP Hub. Visit our website and request a quote.
- Have conversation with the entire team to review all the decisions and actions items before you start executing anything.
3-6 months prior:
- Finalize the details of the venue and the external vendors.
- Choose a venue and confirm this with the team.
- Security options.
- Make the necessary arrangements for the décor and catering.
- Book a photographer/videographer if necessary.
- Review any rules or protocols about the venue.
- Confirm with all performers, speakers, VIP guests, musicians and any other contributors.
- Approve all marketing materials/promotional items with the design team.
- Proofread all layouts for flyers, tickets, t-shirts and other promotional materials which you can find on LGP Hub.
- Broadcast the “save-the-date” notifications via email, social media, text—whichever platforms you use to communicate with your audience.
3 months prior:
- Make any necessary deposits for the venue, caterers, performers, musicians, etc.
- Order the design materials (preferably from LGP Hub 😉).
- Awards/promotional gifts for attendees.
- Flyers and posters.
- Name badges or place cards.
- Signs.
- Confirm accommodations for guests if applicable (hotel stays, transportation, etc.).
- Confirm the event schedule.
- The lineup for the speakers or performers.
- Topics.
- Time and duration of performances.
- Confirm options for catering.
- Finalize the overall menu.
- If this is an exclusive event, check in with the guests for allergies and preferences.
2 months prior:
- Approve the final copy for programs, brochures and other printed materials.
- Check out the venue.
- Do a walkthrough to ensure that the different set ups make sense.
- Confirm arrangements for tech/AV equipment.
- Ensure that all participants sign necessary forms or agreements.
1 month prior:
- Send out an email with the latest updates.
- Ensure to include any changes which might've occurred.
- If it's applicable, add a personal touch and include a “things to do in the city/town” section, in case some of your guests are foreigners/from a different town.
- Ensure that all printed items are sent to the printer.
- Ensure that all requests made by participants are met.
- For example: Some speakers like to do presentations, therefore, you would need to ensure that a projector and laptop are available.
- Arrange all press and PR activities.
- Finalize all payments to vendors, the venue, contributors, etc.
- Send out a final reminder to guests and participants and this can include.
- Directions to the venue.
- Dress code (if applicable).
- Agenda.
- Delegate tasks to the onsite team on the day of the event.
1 week prior:
- Send out reminder emails, texts or social media platforms to guests.
- Confirm transportation for everyone involved.
- Review roles and responsibilities for the on-site team. This is especially important if any teammates are unable to make it.
- Final confirmation is needed for the venue, such as the décor, equipment, entertainment security, etc.
One day prior:
- Send out a “see you soon” email, text or social media post to your guests.
- Do one last final check at the venue to ensure that everything is set up and ready for the next day.
Day of the event⏰:
- If you use social media, send out posts/tweets about sessions, speakers and other activities happening in real-time.
- Broadcast an email reminder to your audience. You can include last-minute deals on tickets if there are any left.
- Run through the entire event with your staff.
- Make checks on all tech and equipment to ensure that everything is working.
- Check in with all vendors and communicate all last-minute requests with them.
Ideally, you'll want at least 6 months to effectively plan an event. The success of any event is dependent on a clear road map, complete with goals and action items for your team to execute. You can purchase promotional items and other marketing materials on LGP Hub. We have a vast selection of promotional products to make any event a successful one. Contact us and get a free swag consult.
Let’s be real there’s no shortage of vendors who can slap your logo on a T-shirt and call it “merch.” But if your branded merchandise doesn’t drive results, what’s the point? At LGP, we don’t just print things. 👉 We partner with you to transform branded merch into brand strategy. Our clients don’t come to us for swag. They come to us for impact — and we deliver it through a proven, consultative approach built around results. Here’s how we do it:
When people hear the word “merch,” they often think of trade shows, conferences, or festival giveaways. But the smartest brands today are using merch far beyond events as part of their culture, their sales funnels, and even their revenue models. At LGP , we help brands rethink merch as a strategic extension of their message not a last-minute add-on. If you’re only pulling out branded gear for events, you’re missing out on huge opportunities to engage your audience year-round.
When most teams envision branded merchandise, they picture T-shirts launched into a crowd, drawstring bags gathering dust, or nondescript promotional giveaways that barely make it home. But here’s the truth: when executed thoughtfully, branded merch is one of the most potent marketing tools you have and it merits a permanent spot in your strategic playbook. At LGP, we’ve watched firsthand how strategic merch transforms brands not only in perception, but also in connection, conversion, and loyalty.
As health and wellness become increasingly important in today's modern world, businesses are now offering useful healthcare promotional items to their customers. These freebies show your customers and clients that you care for their wellbeing, which will give your business a positive image.
The thought of doing a trade show is exciting because they are an excellent way for you to engage with your target market, collect leads and establish your brand within a particular niche. You will have the opportunity to talk to people who are most likely interested in your products and services, so you'll really want to plan and maximize the potential here. Gearing up for a relevant trade show requires a lot more than just bringing a sales rep and plenty of business cards. The trade show planning timeline that I’m going to share with you can serve as a checklist to help you effectively plan your trade show exhibit.
With the advent of Covid-19, virtual events have become increasingly popular. They allow companies to connect with their customers in new ways and they're a cost-effective solution to host events like conferences and workshops. Virtual events are growing in popularity because they offer several advantages over face-to-face meetings. For example, they save time and money, reduce travel costs, and enable employees to attend from anywhere. It's a little more challenging to distribute swag bags for a virtual event, but I assure you it's not impossible.
Many of us can agree that pens are a favorite when it comes to choosing your promotional items. Some of LGP Promo's clients consider them a must - have for their swag bags because they are one of the most cost - effective, simple and useful options. People can’t seem to have enough of pens despite technological advancements like keyboards and phones. Below is a list of re asons why you should consider pens for your next swag package:
As an event planner, your priority is to keep the attendees engaged throughout the event. One great way to achieve this is by distributing branded merchandise among the participants. But how do you make sure that the merchandise you giveaway is unique and entices the attendees? Don’t worry, we’ve got you covered! In this blog, we will talk about 5 unique branded merchandise ideas that will take your event to the next level. Reusable Straws : Sustainable products and eco-friendly alternatives are all the rage nowadays. Your guests will appreciate receiving a reusable straw with your event’s logo on it. Not only will you help reduce single-use plastic waste, but also, by imprinting your logo on the straw, you will help spread the word about your brand. This is a win-win! Selfie Sticks : In today’s selfie-obsessed world, selfie sticks have become quite common. But how about gifting a branded selfie stick with a remote? Participants can use this tool to take selfies or group pictures with ease. The remote function ensures that everyone is in the frame, and the branding on the selfie stick will make sure your logo is visible in every snap. Wireless Charging Pads : With so many people using smartphones, charging ports are always crowded. A wireless charging pad with your event’s branding will come in handy and be loved by all. Participants can just place their phones on the charging pad, and voila, their phones will start to charge without any fuss, and you will bask in the appreciation you will receive. Sleep Masks : If your event involves overnight stays, branded sleep masks can make a thoughtful gift. Not only will they help participants catch some shut-eye, but they will also act as a reminder of the event once they’re back home. Your branding on the sleep mask will ensure that they remember the experience and maybe even refer others to attend the next event. Waterproof Bluetooth Speakers : Who doesn’t like listening to music while taking a shower? Waterproof Bluetooth speakers are practical and are popular amongst people who love to sing in the shower. Gifting Bluetooth speakers with your branding at an event will leave a lasting impression on the attendees. Every time they use it, your brand will be in their minds, and thus, acts as a great marketing strategy. There you have it, five unique branded merchandise ideas that can make your event stand out. Just keep in mind that it's essential not to overdo it with the branding. Make sure the merchandise is functional and is loved by the attendees, and the branding should complement it, not overpower it. If you do it right, attendees will leave the event happy and with a positive image of your brand in their minds. Go ahead and take your event to the next level! For your upcoming events, we'd love to help you come up with ideas for your next swag line up. Feel free to browse LGP Hub for some ideas or book a FREE swag consultation with us.
For a long time, promotional products have been known to successfully promote brand recognition compared to other forms of advertising because these are items that people will use daily. In addition to this, promotional products are very useful for increasing brand recall, which is the customer's ability to instantly think of a company's name when asked about anything related. Some findings from a study conducted by the PPAI states that more than half of consumers (six out of ten) keep promotional items for up to two years. The same study also showed that two years after receiving a promotional item, 88% of customers can still recall the company name. You want your brand to stay relevant—at the forefront of your customers’ thoughts in today’s oversaturated market. Therefore, if you're looking to boost your brand's recognition and recall, you should consider using promotional products in your next marketing campaign.
Promotional products are one of the most unique ways to advertise a product or service. Aside from their cost-effectiveness, another major perk to using them in your marketing strategy is the fact that they appeal to all five senses. We could argue that tv commercials and internet ads already engage two of our senses (sight and sound) but at the end of the day, you can't touch or smell them. Below are promotional products that engage all five senses:
