Don't Miss the Deadline!
by Sarah Izzo
Planning to save time and money while keeping gray hairs away
There are plenty of event checklists, blogs, websites, systems, apps and agencies dedicated to providing information on all things event planning. What we want to focus in on today is the event collateral material - the general timeline and deadlines that might be needed when you plan your event. There are a lot of moving parts to an event that can either come together easily or the train can derail in mass casualty of confusion leaving you looking for hair dye.
“If you don’t know where you are going, you’ll end up someplace else.” – Yogi Berra
Allow Time for Design!
Everything starts with design; digital or physical turnarounds don’t start until you have that finalized. Many people make the mistake of not allowing enough time to get all the details that need to go on the piece gathered and the final design approved—give yourself extra time. The real tip is to make sure you know what you’re designing for and make sure it will work. It could mean something as simple as making sure envelope sizes are available and will work together—check out our envelope guide.
Six Months Out or More
Some bulk items can be produced more affordably overseas and can take upwards of 120 days. Get at least an idea of what is in the budget and the production timeline of those items. Don’t miss out on critical deadlines for long turnaround manufacturing. Now is the time to get pricing and timeline details just in case.
Website and/or Online Registration
Event Press Release
Early Bird Registration
Social Media Postings
Save the Dates
Three Months Out
Some specialty papers and envelopes can take upwards of 20 days. It’s always a good idea to check with your printer to discuss your design concept well ahead in case it will take longer than expected to produce.
Invitation Mailings
Tickets
Promotional Materials
Local Area, Venue or Exhibitor Maps
Accommodations & Transportation Details
One Month Out or More
Event or volunteer apparel such as shirts, hats, jackets, etc – typically a minimum of two weeks
Photobooth Custom Frames, Life-Sized Cut-Outs, Custom Backdrops or Media Walls
Program Booklets or Stand-alone pieces of Sponsors, Donors, Agendas, Speakers, Menus, etc.
Custom Temporary Floor or Wall Decals
Custom Temporary Wallpaper
Custom Printed Decorations such as banners, booths, stands, etc.
Engraved Glasses, Custom Matches, Napkins, Drink Tickets, etc.
Event PowerPoint or Video
Name Badges or preprinted base for name badges or registration system
Seating signs such as “Reserved” or VIP signs
Speaker Gifts, Trophies, Plaques or Awards
Podium Signage
Two Weeks Out or More
Event Day Registration Materials
Directional Signage such as seating charts, temporary directional signage for food, registration location, seminar or workshop locations, bathrooms, trash, etc.
Follow-Up
Thank You Notes or Gifts
We want you to be well prepared with the materials for your event and we have the expertise to guide you through the process.
Things happen and last-minute rushes can and do exist! The above guidelines are meant to give you a general feel for various projects, but we also know there are instances where time is of the essence and we have solutions for those as well.
Give us a call and we’ll be happy to ensure you have the necessary materials for a successful event!
