Planning an event begins with the idea of fun!

We want to celebrate with our favorite people, we want to dance, and have fancy drinks, and decorate to perfection! Something often left as an after-thought is the details; your floorplans, vendor list, and even timeline.

Creating the Perfect Event Timeline

Long-Term Timeline

Let’s begin with the long-term timeline. This timeline refers to the 8-12 months before the event, organizing due dates, budgets, locations, and other logistics. The long-term timeline is often identified as the less important of the two, but it, in fact, is just as important as they day-of timeline. These months allow for all behind-the-scenes details to be arranged. Finalizing as many details as possible before the event's day will ensure an easy event! Things like contracts, deposits, floorplans, and vendor arrangements need to be organized far in advance so that any alterations or tweaks that may need to happen... can!

Having an organized long-term timeline also gives you the backbone to your event. Things out of your control, such as venue restrictions or vendor needs, give you the parameters with which you are able to create an event. Having parameters regarding the event actually makes your event-planning process easier, it allows you to fill in the blanks with all the other (and more fun) event-planning tasks.

Let’s break it down!

6-12 Months Out

Budget - Keeping your event financials on track is pivotal. Knowing where your money is going and what your priorities are is the baseline to creating an event. It also can help you decide on what kind of additions or upgrades you are able to make.
Vendor Selection - Venue, Catering, Entertainment... all these things book out months in advance! Get on this as early as possible. These vendors also will help determine other event parts (like date selection and other parameters).
Roles - Keeping track of who is in charge of what moving parts will keep your delegation stresses to a minimum. Identify your teams' strengths and weaknesses and allow them to shine in their roles.

3-6 Months Out

Meetings - It is time to meet with your vendors! It is now time to start honing in on that day-of timeline. The venue, entertainment, caterers and bartenders are all beginning to put in orders for your event, arranging their staff, and planning for the event. Meetings during this time are more about getting an idea of what the day will look like, and less about finalizing exact details.
Lists - These meetings with vendors will also allow you to begin creating supply lists and orders you might need to make, as well. This supply list will also help determine how much of your budget is left after the larger purchases.

1-3 Months Out

RSVPs - During this time, your RSVPs will be funneled in, helping you to confirm food and beverage ordering with your vendors. You can also finalize your floor plan with the final guest count.
Finalizing - Your final meetings take place during this period. Have a final walk-through with the venue and other important vendors to ensure you can find any last-minute snags that might occur on the day. All payments are due at this time as well.
Revisit Roles - Final meetings should initiate whatever additional help you may need. From set up and take down, walk every moment of the event day with your team to cover all bases of event planning.

Day-Of Timeline

The day-of timeline is very specific to the day of the event, from start to finish. With a successful long-term timeline most of this should already be identified, leading to a very thorough and detailed timeline and flawless event! Things you’ll want to take in consideration when creating the day of event timeline:

Vendor Restrictions - Vendors like catering and venue have timeline restrictions such as staff usage, venue operating hours, set up and tear down times. Even your entertainment will have their packages based on hours.
Flow - Imagine yourself as a guest at your event, is the timeline too rushed? Is there enough time between when the doors open, and dinner begins for everyone to purchase a drink?

With these key points in creating timelines, you will have a successful event that is smoothly run thanks to your expert pre-planning! Once all the logistics have been finalized, you are able to relax enough to even have fun!

Ready to start planning your event? Contact us today to learn more about our event planning services, venues, and more at Omaha Event Group. We look forward to working with you!