#  Planning Documents 

 



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##  Event Planning Timeline 

**6 to 12 Months Prior to Event**  
 -Estimate attendance numbers  
 -Reserve plenary event space via EMS. Be conscious of statutory and religious holiday and ensure availability of VIP speakers  
 -Establish your budget

**6 Months Prior to Event**  
 -If you'd like to have giveaways, reach out to our team to help you find and order your product(s)  
 -Reserve hotel blocks  
 -Secure entertainment, photographer, and any additional vendors you may need

**3 Months Prior to Event**  
 -Secure transportation  
 -Reserve breakout spaces via EMS

**21 Days Prior to Event**  
 -Advertise on digital signage throughout campus  
 -Determine room set and room decor

**5 Days Prior to Event**  
 -Send signage and wayfinding information to our team to place throughout campus on the day of your event  
 -Create, print, and organize name badges, name tents, and other event materials for the day of your event

 ![event_planning_timeline](/sites/g/files/omnuum3521/files/2024-10/event_planning_timeline_01.jpg)

 

Download a pdf copy of our event planning timeline [here](/file_url/421).

*For those who are not part of the HGSE community and are looking to book an event on campus, please submit* [***this form***](https://harvardgse.formtitan.com/ftproject/ft2476b670e98e4d29bd38a20059940a0e)