Host a Small Event: Suggested “Timeline/To Do” List

Note: Make sure to have your event approved by PRASAD CDHP before going forward with planning your event and implementing this timeline.

TASK	COMPLETION DATE
Confirm event date and venue	8 weeks before event
Create guest list	7 weeks before event
Book volunteer photographer and MC	6 weeks before event
Book Volunteer Coordinator (optional)	6 weeks before event
Choose event theme, menu, flower colors, etc.	5 weeks before event
Write invitation text (send to PRASAD CDHP)	5 weeks before event
Print, address and mail or email invitations	4 weeks before event
Request needed PRASAD CDHP brochures, newsletters, videos, speakers	4 weeks before event
Write and print directions to event (optional)	3 weeks before event
Mail directions to attendees, if requested	2 weeks before event
Purchase guest name tags (purchase different color for host(s) and volunteers)	2 weeks before event
Order beverages, chairs and other rentals; schedule deliveries	2 weeks before event
Call all guests to personally invite them to event	10 days before event
Order flowers, design event set-up	1 week before event
Create final attendance list and guest name tags	1 week before event
Meet with photographer regarding desired photos	Day of event
Complete event follow-up tasks for PRASAD CDHP	1 week after event

PRASAD CDHP
465 Brickman Road
Hurleyville, NY 12747
Phone: 845.434.0376 | Fax: 845.434.0377