Sample One-Off Event Timeline

Task / Due (Date) / Complete ()
Pre Event
Four Months
Event location/contract secured
Budget finalized
Sponsor outreach started
Timeline and action items agreed upon between organizing parties and/or contracts signed
Three Months
Proffers submitted (if inviting military from hospitals)
Event advertising
  • Flyers
  • E-Mail
  • Mailing
  • Social Media

Interest list of participants initiated, communication started
Instructor outreach initiated – start calendar of who is available and when
Two Months
Banners, t-shirts, lanyards, other materials ordered
Request certificates of additional insurance (ONLY if required in contracts)
One Month
Press release developed
Ensure appropriate equipment will be available
Communicate with participants
Schedule of events developed
Schedule full-group instructor training day
Program packing checklist (if program site is different from office site)
Ongoing/Rolling Basis (suggest 1 week prior to student’s lesson date)
Confirmation e-mail to student and instructor
Confirm ground transport
Day of Lesson – Prior to Participant Arrival
Coordinator should hold a master list of contact information for all participants (not to be shared without permission)
Ensure banners are hung in prominent location
Final meeting with instructors – ensure they are aware of emergency procedures, last minute changes to schedule, meeting points, etc.
Day of Lesson – During Lessons
Waivers –Completed by all participants (including instructors, volunteers, family who may be participating, etc.)
All participants must take part in sport offered (exceptions for illness or injury) and be on time (liaise with therapists). Be proactive to ensure everyone is taking part. Check on absent participants.
Check use of safety gear, assist participants (i.e. helmets, life vests)
Take pictures of the event, particularly with sponsor banners included
Obtain business cards of other prominent sponsors/partners
Disperse and gather evaluation forms or surveys
Submit any incident report forms within 24 hrs
Participants should not abuse alcohol or drugs or be abusive/disruptive to other participants (please contact group leader/family member immediately if you suspect this to be the case)
Obtain copies of any media coverage for file and/or media business cards
Post Season
After action report completed, saved to server, and provided to key outside partner contacts
Pictures saved to server
E-mail event evaluation, pictures, upcoming calendar events to participants
Database updated with event information and contacts
Thank you cards mailed
Testimonials/Quotes recorded for future marketing materials
Media coverage researched and saved to server
Waivers filed appropriately
Any other follow up to participants