A timeline solves one core problem: everyone knows what must happen next and who owns it.
90-60 days out
- Confirm event scope, room block, and commercial terms
- Lock preliminary layout and AV needs
- Draft initial BEO and share cross-functionally
60-30 days out
- Confirm menu selections and service model
- Validate room flips and staffing levels
- Finalize client decision deadlines
30-14 days out
- Run full BEO review with ops, culinary, and AV
- Confirm vendor access logistics
- Publish revision-controlled BEO distribution
14-3 days out
- Final guarantees and seating updates
- Final function space walk-through
- Final pre-shift briefing assets
Day-of
- Pre-shift huddle with escalation tree
- Time-stamped checkpoints by function
- Active issue log and rapid resolution owner
Post-event (24-72 hours)
- Billing reconciliation
- Client follow-up and feedback capture
- Internal retro: misses, wins, next actions
When this timeline lives in shared tools, execution quality improves quickly. Use Meetings for repeatable document workflows and cleaner handoffs.