35° F Fair

Event Planning Tips

Twenty-four months before


Eighteen months before

  • Select and reserve lodgings and meeting venues
  • Arrange for and hire entertainment, caterer, etc.
  • Send initial mailer announcing date and location


Twelve months before

  • Mail registration materials
  • Provide information to all Web sites that post meeting dates
  • Plan leisure activities (sightseeing tours, etc.)
  • Pay deposits


Six months before

  • Confirm all reservations, caterer, entertainment, etc.
  • Select menu
  • Meet with hotel and meeting venue staff


Four months before

  • Make payment arrangements with all suppliers for group functions (meals, tours, etc.)


One month before

  • Finalize any last minute details