Suggested “Timeline/To Do” List

(Make sure to have your event approved before proceeding to this list)

TASK COMPLETION DATE
Confirm event date and venue 8 weeks before event
Create guest list 7 weeks before event
Book volunteer photographer and MC 6 weeks before event
Book Volunteer Coordinator (optional) 6 weeks before event
Choose event theme, menu, flower colors, etc. 5 weeks before event
Write invitation text (send to PRASAD) 5 weeks before event
Print, address and mail or email invitations 4 weeks before event
Request needed PRASAD brochures, newsletters Videos, speakers 4 weeks before event
Write & print directions to event (optional) 3 weeks before event
Mail directions to attendees, if requested 2 weeks before event
Purchase guest name tags (purchase different
color for host(s) and volunteers) 2 weeks before event
Order beverages, chairs and other rentals; schedule deliveries 2 weeks before event
Call all guests to personally invite them to event 1-1/2 weeks before event
Order flowers, design event set-up 1 week before event
Create final attendance list and guest name tags 1 week before event
Meet with photographer regarding desired photos Day of event
Complete event follow-up tasks for PRASAD 1 week after event