4 | BIRMINGHAM-SOUTHERN COLLEGE
Event Planning Guidelines
Identify Event Objectives.
Determine the Target Audience.
Develop the Format.
Establish the Budget.
Determine Physical Requirements.
Event Management Timetable
Timetables vary depending on the size of the group, season and facility used. This timetable has
been prepared to give you the maximum coverage for the maximum results. For small meetings,
you may only need half the time shown here.
It’s very important to prepare your own calendar to mark deadlines. It’s a great way to prevent
details from slipping through the cracks.
10-12 Months Ahead
Assigned to Completed
Select date(s), time, location
Develop planning checklist
Reserve space with Facilities & Events Director
Schedule event on Campus Calendar
Contact food service to reserve dates
Program development
Prepare preliminary budget
Begin search for speakers
7-9 Months Ahead
Assigned to Completed
Determine supply needs
Contract with speakers
Develop preliminary guest list
Create design for printed materials with Director of Visual
Identity and Publications
Create your media and marketing plan with Communications
Director
Review security and risk management issues with Campus
Police
Determine additional support services
Stay abreast of your budget
Make preliminary arrangements for VIP hospitality
