Event Timeline Example - OFFSITE: A Private Meeting and Event Space

Event Timeline Example

BacktoBlog

Timelines are a crucial part of a successful event. However, you may go to make one for your upcoming event and draw a blank. While there is no universal event timeline, there are several key aspects that all timelines should include. Such aspects consist of set up, start time, execution, event flow, and more. All events are different and there will always be unexpected things that pop up, but having a timeline to follow and outline all of the intricacies of the day will help you be the most prepared as possible. If you are looking for an outline and/or a place to start, here is an event timeline example for a faux OFFSITE corporate gala to use as a starting point.

Event Timeline Example

Event Timeline Example

Thursday, June 13

Team members to drop off auction items at event venue – ask for Jill

Manager to finalize guest list and seating chart

Social media push for event awareness in the evening

 

Friday, June 14

10:00am

Offsite team arrives at venue

Begin setting up silent auction tables

 

11:00am

A/V arrives to set up stage, speakers, and microphone

 

11:15am

Venue team begins setting up dinner tables and chairs

 

12:00pm

Gift bags are dropped off from sponsor, placed under registration table

 

12:45pm

Offsite set up team breaks for coffee and refreshments, provided by venue

 

1:30pm

DJ arrives, sets up equipment

Starts sound check

 

2:00pm

Silent auction set up to be completed

Dinner tables set

 

3:15pm

Offsite volunteers begin manning the registration table

Keynote speaker arrives

 

3:45pm

Guests begin to arrive – will check in and be handed gift bag from offsite team member

Begin cocktail hour on patio- bar opens and light refreshments served

 

5:00pm

Cocktail hour ends

DJ invites guests to their seats

 

5:15pm

Offsite president gives welcome speech, introduces keynote speaker

 

5:25pm

Keynote speech

Speaker will announce the silent auction opens after dinner

 

5:45pm

DJ announces buffet is open

Servers will call up tables individually

 

6:30pm

Dinner is over, plates are cleared

DJ announces dance set, gets crowd up and dancing

 

7:15pm

DJ announces there is  1 hour left for the silent auction

 

8:10pm

DJ announces there is 5 min left of silent auction

 

8:15pm

Silent auction closes

DJ invites guests to find their seats again

Offsite president announces silent auction winners

 

8:30pm

Dance set

 

10:00pm

DJ announces one more song, thanks everyone for being there

Music ends

Guests begin to filter out

 

10:15pm

Offsite team begins clean up, collecting signs, leftover items, etc.

Venue crew begins room clean up

 

No event goes perfectly smoothly, but having a timeline will help it run better. When building your timeline, make sure to include key points of the day and include logistics. Consult OFFSITE’s event timeline example as a place to start.

Leave A Comment

-->