Sample Schedule of Events

The type of tasks and amount of time needed to plan vary widely depending on the type of event. This sample schedule is only meant to serve as a guideline to help you create your own list of tasks and timeline. Be sure to think about every aspect of your event and add any tasks that are specific to your fundraising efforts.

6-8 weeks+ before the event

• Select type of event (see Event Ideas)
• Identify venue options
• Set date and time and secure event location (create back-up plan in the case of inclement weather)
• Create an event budget (see Sample Budget)
• Solicit donations for food, party favors, etc.
• Create guest list
• Recruit volunteers to help with planning and on day of the event
• Decide how you will let people know about the event (printed invitation, evite, flyer, etc.)
• Contact and reserve entertainment (if necessary)
• Send out Save the Date (save money by sending via email)

4-6 weeks before the event

• Reserve any rental items (tables, chairs, tents)
• Plan decorations and select
• Plan party menu and grocery list or select/hire caterer/baker/serving help
• Purchase your invitations and thank you cards
• Create floor plan for event
• Identify clean-up plan (rent dumpsters if necessary)
• Send invitations or event announcement (see Promoting Your Event)

3 weeks before the event

• Purchase supplies, favors, game prizes
• Create an event day agenda
• Plan party activities

1 week before the event

• Obtain final RSVP list contact any of those who have not responded
• Confirm all arrangements
• Confirm volunteers and provide them with assignments
• Prepare or make party favors
• If the event is outside, check the weather and have a back-up plan
• Remember to save space in whatever fridge you will be using for the day of the event

A few days before the event

• Confirm the guest list
• Pick up groceries and beverages
• Prepare any foods that can be done in advance
• Monitor the weather reports

1 day before the event

• Pick-up and set-up rental equipment (if necessary)
• Thaw frozen foods
• Final cleanup/coordinate last-minute arrangements

The day of the event

• Pick up any remaining outstanding foods/equipment/supplies
• Decorate the event space
• Execute clean up plan
• Have Fun!