Free resource

Event planning timeline

Adjust the lead times to your event; smaller events compress them.

9 to 12 months out

Set goals, dates and budget assumptions
Shortlist and contract the venue
Define team positions and owners
Draft sponsor and exhibitor packages

6 to 9 months out

Open the call for proposals
Publish the event website
Start sponsor outreach
Plan the hall layout

3 to 6 months out

Open registration
Review proposals and build the schedule
Confirm vendors: catering, AV

1 to 3 months out

Publish the schedule
Chase partner readiness
Confirm load-in and load-out windows

Final week

Resolve pending registrations
Prepare badges
Test check-in
Run a team briefing

After the event

Run the event wrap and export
Report sponsor delivery
Clone the structure into next year's draft

Questions organizers ask

+Are these lead times standard?

No. They are a starting point; adjust to your venue market and event size.

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