Example
Sample Timeline
This is not an organized list, but rather a way to set your event up for success. The goal here is to simply provide a thought starter about beginning your process early and in a thoughtful, organized way.
Timeline Creation
Event Date
Event Date < Venue Approvals < Venue (course) Selection
Course Ready for Racing < Course Build < Final Site Map < Preliminary Site Map
Final Budget (DO THIS ONE EARLY!) < Review Budget < Review Budget < First Draft Budget
Finalize Event Sponsors < Start Sponsorship Sales < Creation of sponsorship decks and materials< identify sponsorship assets
Permit Due Dates < Permit Start Dates (coordinate with venue selection)
Close Registration < Opening of Registration < Set Up registration
Finalize Event Identity and branding < Begin Event Identity and Branding (see sponsorship timeline)
Launch Event Marketing < Sponsor Approvals < Design Event Marketing Campaign
Press Announcement < Press release creation < press needs identified
Credentials issued < Credentials approved < request for credentials opens
Volunteer Deployment < Begin Volunteer Recruitment < Identify volunteer needs and create volunteer plan
Signage Delivered < Signage Order Placed <Sponsor Approvals< Signage Design < Signage Vendor Selected
Staff / Crew Arrivals < Staff Assignments complete and communicated < Staff contracts complete < Staff hired (contracts negotiated)
Staff Arrivals < book travel (consult and adjust budget!) < hotel/ lodging deals
Porta-Potties Delivered < Porta-Potties ordered < Porta-Potty Vendor Selected < Porta-Potty needs identified.
Tents Delivered Set Up < Tents ordered < tent needs defined
Vendor Contracts Signed: Bids awarded < Bids received < Vendor needs identified and RFP made
Event Production Supplies Onsite < Get the “stuff” < Make a list (pins, pens, waivers, lights, safety bibs, Marshal flags, race numbers, zip ties, sharpies / course marking materials / brooms/ duct tape etc.)
Technical Guide approved and published < Revised tech guide edited and submitted for review < First draft tech guide written and submitted for review
Staff Clothing Delivered < Staff Clothing quantities finalized and ordered < Staff Clothing Designed < Staff Clothing Vendor Identified
Everybody has a great time < Fun < Event Date
Thank you notes go out < Thank you notes written
Post-event paperwork submitted and financial obligations paid/ met < final event accounting < collection of bills