CE3 Event Planning Guide

Event Planning Guide

The admin team is here to support you in the event-planning process! The purpose of the Event Planning Guide is to provide a comprehensive guide to successfully plan, organize, and execute an event in alignment with institutional and divisional policies and procedures. It outlines essential tasks, responsible parties, timelines, and compliance considerations to ensure efficiency and accountability throughout the event planning process.

Event Planning Workflow

Step-by-step event-planning workflow

Event Planning Checklist

Make a copy of the checklist to help you plan and host your event

Additional Resources

Event Planning Timeline

Outlined below is an Event Planning Timeline that provides a key time frame for planning your event. Use this timeline as a roadmap to guide your planning.

Phase Timeline High-Level Actions

Planning & Documentation

1-2 Months Before (depending on size and scope of event)

  • Gather an event planning committee & host planning meetings (if needed)

  • Define event scope, budget, and date

  • Reserve venue
4-6 Weeks Before

  • Begin contacting potential vendors to request & compare quotes

  • Confirm any branding needs

  • Prepare necessary documents (e.g., Entertainment Purchase Request Form)
Processing & Hosting 3-4 Weeks Before

  • Submit procurement requests

  • Marketing & registration
1-2 Weeks Before
  • Confirm logistics
Event Day
  • Host Event
Post-Event After Event (<1 week after)
  • Host an event debrief & log feedback
  • Submit final documentation

CE3 Admin Home

Learn more about our team and relevant updates.

Contact

If you have any questions, need clarification on specific steps, or encounter challenges during your planning process, please reach out to our CE3/SES Administrative Team:

Let this guide serve as your go-to reference for planning a smooth and successful event!