• Confirm special event speaker
  
• Prepare budget for event; share with Comptroller/Treasurer
  
• Confirm and visit location for event. Obtain floor plan and table locations
  
• Arrange for hotel rooms for speaker
  
• Appoint Event Sponsor and receive their donation
  
• Make travel reservations for speaker and others as necessary
  
• Prepare a list of prospects for solicitation and divide up list with timeline for contacting donors
  
• Confirm location for VIP reception
  
• Prepare and fax announcement of event to Board of Directors
  
• Prepare timeline and event plan; begin to execute
  
• Design collateral materials
  
• Recruit volunteers for registration
  

Communications Director

• Obtain speaker bios
  
• Begin compiling program information
  
• Contact Master of Ceremonies for event
  
• Prepare news release announcing event
  

• Recruit additional dinner Sponsors and Benefactors
  
• Prepare flier for mass mailing
  
• Design and print invitations
  
• Design and print tickets
  
• Arrange table layout from floor plan
  
• Secure caterers for events
  
• Secure security, entertainment and sound system for event
  
• Recruit volunteers to phone membership for ticket sales
  
• Obtain additional names for mass mailing
  

Communications Director

• Secure location for press conference
  
• Edit program; send to printer
  
• Mail news release
  

• Contact Board of Directors for their pledges; collect checks
  
• Arrange ground transportation for event speaker
  
• Arrange for special event promotional materials, such as banners, podium signs, etc. to be printed
  
• Drop mass mailing
  
• Make necessary arrangements for special receptions, including music, sound system, caterers, registration volunteers
  
• Mail special VIP invitations, including Governor, Congressional Delegation, legislative leaders, other dignitaries or special invitees
  
• Arrange for invocation, vocalist for national anthem, accompanist, color guard
  
• Do walk through of event location with security personnel
  
• Begin distributing college student tickets through university contacts
  
• Develop event timeline; hold staff meeting to brief everyone on their responsibilities
  

Communications Director

• Write script for MC and other speakers as requested
  
• Prepare media credentials for distribution at event
  

• Determine and call those who will sit at head table
  
• Follow up on prospective sponsors and Benefactors who have not yet purchased a table
  
• Mail invitations and tickets to those who have purchased tickets
  
• Select menu
  
• Select table decorations and any other arrangements for the event site
  

Communications Director

• Distribute script to event speakers
  
• Draft press release
  

• Follow up on Sponsors and Benefactor tables sales
  
• Gather reception RSVP's; compile lists of attendees for security
  
• Follow up on VIP attendees; arrange for their table seats with Board Members and Benefactors
  
• Continue assigning tables as they are purchased
  
• Do mass mailing for individual ticket sales
  
• Update budget; pay preliminary bills
  

Communications Director

• Arrange for still and video photographers at event
  

• Follow up with Benefactors and Sponsors who haven't yet purchased tables or mailed in their checks
• Continue to monitor the progress of RSVP's for private receptions
• Begin volunteer telemarketing to sell individuals seats
• Assign single ticket sales to tables
• Delivery of collateral materials
• Proof blue lines for program
• Develop final timeline for day of event
• Distribute timeline as necessary
• Do reminder mailing to registration volunteers with timeline of events

• Follow up with Benefactors and Sponsors who haven't purchased tickets or tables
• Continue to monitor RSVP's for receptions
• Reconfirm: music, color guard, Master of Ceremonies, minister, accompanist, pledger, sound system, caterers, hotel reservations, car reservations, air reservations, head table participants, award recipients, and other special guests
• Make last minute tickets available to legislators and other VIP's
• Mail scripts to speakers
• Arrange for gift bags, etc to be delivered to event site

Communications Director

• Draft media advisory for event and press conference
• Prepare media packet for press conference, including: bio on speaker, background information on host organization, any VIP's in attendance (and seat location), etc.
• Re-confirm location of press conference

• Make final calls to Board of Directors, Sponsors, Benefactors
• Edit final lists of reception attendees
• Prepare minute-by-minute event script for staff
• Hold final staff briefing
• Hold meeting for volunteers to brief them on the event
• Finalize table charts
• Print name tags
• Draft/print thank you letters to be mailed the day after event
• Prepare name tags for reception
• Follow up on special transportation needs
• Arrange staff parking at event
• Prepare table cards/markets for sponsors

Communications Director

• Make sure event is on AP daybook
• Arrange for audiotape or videotape of event

• Set up table headers
• Prepare nametags at reception and general registration area
• Supervise decorations and head table preparation
• Monitor flight schedule
• Prepare final list of VIP's in attendance for media and recognition from the podium
• Tabulate final fundraising total (if it is to be announced)

Communications Director

• Fax news release
• Hold press conference with media packets
• Distribute media credentials at event
• Arrange interviews of President, others prior to event
• Troubleshoot media problems on site

• Mail thank you letters to: Sponsors, Benefactors, table purchasers, single ticket buyers, volunteers, vendors, head table participants, others as necessary
• Mail photos to: Sponsors, Benefactors, head table participants
• Mail thank you note to guest of honor
• Prepare final profit/loss statement on event after final bills are paid

Communications Director

• Mail post event news release to newspapers with photos
• Prepare photos and newspaper articles, videos for archives

Annette Meeks is the former Director of Government Affairs and Public Programs at the Center of the American Experiment.