Event Planning Checklist

Twenty-four months before

• Form a committee
• Choose location
• Contact the Pigeon Forge Department of Tourism
• Develop budget
• Start mailing list
• Set date
• Scout lodging and meeting facilities
• Conduct site inspection of accommodations and meeting facilities

Eighteen months before

• Select and reserve lodgings and meeting venues
• Arrange for and hire entertainment, caterer, etc.
• Send initial mailer announcing date and location

Twelve months before

• Mail registration materials
• Provide information to all Web sites that post meeting dates
• Plan leisure activities (sightseeing tours, etc.)
• Pay deposits

Six months before

• Confirm all reservations, caterer, entertainment, etc.
• Select menu
• Meet with hotel and meeting venue staff

Four months before

• Make payment arrangements with all suppliers for group functions (meals, tours, etc.)

One month before

• Finalize any last minute details
• Pack your bags and get ready to have fun!!