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Sample Timeline of a Special Event

8 weeks in advance: Hold meeting with volunteers and staff to draw up income and expense budget, assign responsibilities, prepare timeline. Secure date and place for party.

6 weeks in advance: Recruit co-hosts for party; locate artwork for invitations.

5 weeks in advance: Draft invitations.

4 weeks in advance: Print invitations.

3 weeks in advance: Mail invitations.

1 week in advance: Plan menu and program for party; line up volunteer help (bartender, decorator, cleanup crew, person to be at door to greet people and take checks, etc.). Order food.

3 days in advance: Call invitees who have not responded (optional).

2 days in advance: Prepare guest list and review with staff and board; brief staff and board on who is attending and who they should make a point of talking to; prepare name tags, using large lettering and a special designation for board and staff.

2 hours in advance: Arrive at party site to assist host in getting ready; put out organizational literature and name tags.

1 day after event: Send out thank-yous to host(s) and volunteers, and a letter to each person attending, thanking them for coming and welcoming them as new members (and perhaps enclosing their first newsletter).

Hold a meeting with volunteers and staff to review what went right and what went wrong; complete an Event Evaluation Form.

Citation: See Resources, Works Cited #16

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