Planning Timeline

60 DAYS OUT

1. CONTACT THE GVCHAMBER FOR MORE INFO

2. APPLY FOR YOUR BOISE COUNTY MASS GATHER PERMIT IF APPLICABLE

3. RESERVE WEILMUNSTER PARK IN THE CITY LIMITS OF CROUCH, see MASS GATHER PERMIT

4. RESERVE THE COMMUNITY HALL, SENIOR CENTER OR OTHER VENUE

5. RESERVE LODGING ACCOMMODATIONS

45 DAYS OUT

ONCE YOU HAVE MADE THE ABOVE ARRANGEMENTS AND THEY ARE IN PLACE

1. CONTACT MEDIA ABOUT EVENT

2. SEND INFO TO info@gvchamber.org so we can add the event to our calendar, website and FB page

3. HAVE POSTERS OR FLYERS MADE FOR YOUR EVENT-send one to us also so we can post it

4. CONTACT CORPORATE SPONSORS AND GET THEIR LOGOS FOR YOUR FLYERS ETC…

5. CONTACT VENDORS IF YOU PLAN TO PROVIDE SPACES FOR THEM AT YOUR EVENT

6. HAVE DIRECTIONAL SIGNS MADE FOR THE EVENT

7. CONTACT PEOPLE IF YOU PLAN ON DECORATIONS, FLOWERS, RENTED EQUIPMENT, CATERERS, PHOTOGRAPHERS ETC… We have people to help with these here in Garden Valley!

8. SEND OUT INVITATIONS/ANNOUNCEMENTS, EMAIL, SNAIL MAIL, SOCIAL NETWORKS ETC…

9. DRAFT A TIMELINE, FINALIZE BUDGET AND HOLD THE FIRST WALK THROUGH

30 DAYS OUT

1. TICKET SALES FOR YOUR EVENT NEED TO START NOW IF NOT SOONER

2. PLACE NEWSPAPER ADS, FOLLOW UP WITH MEDIA, SOCIAL MEDIA, RADIO ADS etc…

3. CONTACT VIP’S, CELEBRITIES, PARTICIPANTS AND CONFIRM THEIR PARTICIPATION

4. GIVE ESTIMATE OF GUESTS TO CATERER/RESTAURANT OR OTHER FOOD SERVICE PROVIDER

5. ASSIGN SEATING, SET HEAD TABLE AND SPEAKERS PLATFORM IF NECESSARY

6. CONFIRM TRANSPORTATION IF INDIVIDUALS ARE NOT RESPONSIBLE FOR THEIR OWN

7. CONFIRM LODGING ACCOMMODATIONS

8. RE-CONFIRM VENUE

9. CONFIRM SECURITY AND PARKING

10. CONFIRM DELIVERIES AND EQUIPMENT RENTALS, DECORATIONS, etc…

ONE WEEK OUT

1. MEET WITH COMMITTEES IF THIS APPLIES

2. DO PHONE OR EMAIL FOLLOW UPS

3. DO FINAL WALK THROUGH WITH VOLUNTEERS TO BRING THEM UP TO SPEED

4. RENTED EQUIPMENT, DECORATIONS, CATERED EVENTS, PHOTOGRAPHERS, CONFIRM TIMELINES.

5. FOLLOW UP WITH MEDIA

6. DIS-TRIBUTE ADDITIONAL FLYERS

7. MAKE ARRANGEMENTS FOR REHEARSHAL IF NEEDED

8. HAVE CHECKS READY FOR PAYMENT THE DAY OF THE EVENT

EVENT DAY

1. ARRIVE EARLY

2. SET UP, AND MAKE SURE NOTHING IS MISSING, HAVE SOMEONE YOU CAN CALL IN BOISE IN CASE YOU’VE LEFT SOMETHING BEHIND

3. CHECK SOUND/LIGHTING EQUIPMENT TO INSURE EVERYTHING IS WORKING PROPERLY

4. HOLD FINAL WALK THROUGH/REHERSAL

HAVE FUN, IT’S ALL DONE, SO ENJOY THE MOMENT!