At ZCater, we believe that the success of each Southern California Catering event relies on flawless planning and graceful execution. ZCater is available to make your next Southern California Catering event a rousing success. Whether you are planning an intimate dinner, a gala event or a cocktail party, contact ZCater to ensure every detail is superb.

The following event schedule timeline is a checklist that you can print out and use to plan for your party.

Event Scheduling Timeline

6 to 12 Months Ahead
Yes No
___ ___ Decide event purpose (raise funds, visibility, celebration, etc.)
___ ___ Choose a theme
___ ___ Visit potential sites
___ ___ Research/appoint an event coordinator/manager
___ ___ Research/select committees/chairpersons
___ ___ Chairperson forms subcommittees
___ ___ Get cost estimates (site rental, food, drinks, sound/lights, etc.)
___ ___ Get recommendations for entertainment; hold auditions
___ ___ Get bids for entertainment
___ ___ Get bids for decorations
___ ___ Get bids for design/printing
___ ___ Get bids for other major items
___ ___ Finance committee drafts initial budget
___ ___ Decide on admission cost
___ ___ Create sponsorship amounts/levels
___ ___ List items to be underwritten and possible sources
___ ___ Research/approach honorees
___ ___ Compile mailing list (individuals/businesses)
___ ___ Check proposed date for potential conflicts, finalize date in writing
___ ___ Get written contracts for site, catering, entertainment, etc.
___ ___ Develop alternative site (if event is outdoors)
___ ___ Consider pre-party event for publicity or underwriting
___ ___ Invite/confirm VIPs
___ ___ Pick graphic artist; begin invitation design
___ ___ Create logo for event with graphic artist
___ ___ Order hold-the-date cards or other event announcements
___ ___ Set marketing/public relations schedule
___ ___ Develop press release and calendar listings
___ ___ Select photographer; arrange for photos of VIPs, chairmen, honorees
___ ___ Get biographical information on VIPs, celebrities, honorees, chairmen
___ ___ Investigate need for special permits, licenses, insurance, etc.

3 to 6 Months
___ ___ Begin monthly committee meetings
___ ___ Write/send requests for funding or underwriting to major donors, corporations, sponsors
___ ___ Request logos from corporate sponsors for printing
___ ___ Review with graphic artist invitations, programs, posters, etc.
___ ___ Prepare final copy for invitations, return card, posters
___ ___ Prepare final copy for tickets
___ ___ Complete mailing lists for invitations
___ ___ Order invitations, posters, tickets, etc.
______  Sign contract with Entertainment Company
___ ___ Make list of locations for posters
___ ___ Finalize mailing lists; begin soliciting corporations and major donors
___ ___ Obtain lists from honorees, VIPs
___ ___ Obtain radio/TV sponsors, public service announcements, promos
___ ___ Set menu with caterer for food and beverages
___ ___ Secure permits and insurance
___ ___  Get written confirmation of celebrity participation/special needs
___ ___ Finalize audio/visual contract
___ ___ Select/order trophies/awards

2 Months Ahead
___ ___ Hold underwriting or preview party to coincide with mailing of invitations; invite media
___ ___ Assemble/address invitations (with personal notes when possible)
___ ___ Mail invitations
___ ___ Distribute posters
___ ___ Finalize transportation/hotel accommodations for staff, VIPs, honorees
___ ___ Obtain contracts for decorations and rental items
___ ___ Confirm TV/radio participation
___ ___ Release press announcements about celebrities, VIPs, honorees
___ ___ Follow up to confirm sponsorships and underwriting
___ ___ Obtain logos from corporate sponsors for program printing
___ ___ Review needs for signs at registration, directional, etc.
___ ___ All major chairpersons to finalize plans
___ ___ Hold walk-through of event with responsible committees, chairpersons and responsible site staff members at event site
___ ___ Review/finalize budget, task sheets and tentative timeline
___ ___ Start phone follow-up for table sponsors (corporate, VIP, committee)

1 Month Ahead
___ ___ Phone follow-up of mailing list (ticket sales)
___ ___ Place newspaper ads, follow up with news media, on-air announcements
___ ___ Confirm staff for registration, hosting, other
___ ___ Write to VIPs, celebrities, program participants, confirm participation
___ ___ Complete list of contents for VIP welcome packets
___ ___ Get enlarged site plan/room diagram, assign seats/tables
___ ___ Give estimate of guests expected to caterer/food service
___ ___ Meet with all outside vendors, consultants to coordinate event
___ ___ Review script/timeline
___ ___ Continue phone follow-ups for ticket/table sales
___ ___ Continue assigning seats; set head table, speaker’s platform
___ ___ Confirm transportation schedules: airlines, trains, buses, cars, limos
___ ___ Confirm hotel accommodations
___ ___ Prepare transportation and accommodations (include arrival time, flight number, airline, personassigned
___ ___ to meet flight)
___ ___ Confirm special security needed for VIPs, event
___ ___ Prepare welcome packet for VIPs, chairmen, and key staff
___ ___ Schedule deliveries of special equipment, rentals
___ ___ Confirm setup and tear down times with event site
___ ___ Finalize plans with party decorator
___ ___ Give caterer revised numbers
___ ___ Meet with chairpersons, key staff to finalize any of the above

1 Week Before
___ ___ Meet with all committees for last-minute details
___ ___ Finish phone follow-ups
___ ___ Confirm number attending
___ ___ Finish seating/table arrangements
___ ___ Hold training session with volunteers; finalize assignments
___ ___ Secure two or three volunteers to assist with emergencies
___ ___ Finalize registration staff
___ ___ Distribute seating chart, assignments to hosts/hostesses
___ ___ Schedule pickup or delivery of any rented or loaned equipment
___ ___ Double-check arrival time and delivery times with vendors
___ ___ Reconfirm event site, hotel, transportation
___ ___ Deliver final scripts/ timelines to all program participants
___ ___ Finalize catering guarantee, refreshments
___ ___ Confirm number of volunteers
___ ___ Make follow-up calls to news media for advance and event coverage
___ ___ Distribute additional fliers
___ ___ Final walk-through with all personnel
___ ___ Schedule rehearsals
___ ___ Schedule volunteer assignments for day of event
___ ___ Establish amount of petty cash needed for tips and emergencies
___ ___ Write checks for payments to be made for the day of the event

Day Before Event
___ ___ Lay out all clothes that you will need the day of the event
___ ___ Recheck all equipment and supplies to be brought to the event
___ ___ Have petty cash and vendor checks prepared

Event Day
___ ___ Arrive early (with your change of clothes)
___ ___ Unpack equipment, supplies and make sure nothing is missing
___ ___ Be sure all VIPs are in place and have scripts
___ ___ Reconfirm refreshments/meal schedule for volunteers
___ ___ Go over all the final details with caterer and setup staff
___ ___ Check with volunteers to make sure all tasks are covered
___ ___ Setup registration area
___ ___ Check sound/light equipment and staging before rehearsal
___ ___ Hold final rehearsal

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