Event Logistics

Before the Event

Sample Timeline

Give yourself as much runway for event planning as possible. A sample 12-month timeline is provided below. Shorter planning time? Compress the listed tasks to meet your timeframe.

Resource: Timeline sample

Venue Request for Proposals (RFP)

Securing a venue that meets your needs is a large task. Vendors exist to manage this process from start to finish. If you wish to navigate the process independently, utilize an RFP to outline your needs when contacting the venue.

Resource: RFP template for annual conference venue

Duty of Care and Pandemic Resources

All stakeholders have a personal responsibility when attending gatherings amidst a pandemic. Consider this templated resource to issue to all parties for your large in-person events.

Resource: PCMA Duty of Care During Pandemic Template
Resource: ASAE Article - What You Need to Know About Adding a Vaccine Requirement for Your Events
Resource: Safe Meetings in Michigan

Final Preparation

Event Guide

Centralize your vendor and venue contacts, and all event details in one place.

Resource: ASCA Event Guide Template