Event Resources Guide
Contact us: 1-888-363-2852
  • Table of Contents
  • Introduction to Temecula's Event Resource Guide
    • What is an Event?
    • Common Types of Permits Required for Special Events
    • California Government Policy Acts and Reports
    • Classifying Special Event Applications
  • Temporary Use Permits
    • Temporary Use Permits General Information
    • Encroachments
    • Conditional or Temporary Use Permit Application
    • Submittal Requirements
    • Plan Preparation and Guidelines
    • Water Quality Management Plan
    • Public Hearing Requirements
    • Property Owners Certification
    • Development Application Disclosure Statement
  • City Limits, Regions, and Contact Information
    • City of Temecula General Land Use Policy Map
    • Regions of Temecula
    • City of Temecula Wine County Map
  • Producing a Special Event in Temecula
    • Guidelines for Producing a Special Event
    • Commercial General Liability and Vendor Special Event Insurance Requirements
  • Event Planning Timeline Creation
    • 12 to 6 Months Timeline Creation
    • Guidelines for Small Meeting Timeline
    • Example Timelines for Weddings
  • Food Handling at Outdoor Special Events
    • Overview of Food Handling at Outdoor Special Events
    • Temporary Food Facilities
    • Cleaning and Sanitizing Utensils
    • Mobile Food Preparation Units
    • Hand Washing and Personal Hygiene
    • Temperature Control and Storage of Food
    • Food Preparation, Source and Labeling
    • Food Poisoning
    • Temporary Food Facility Vendor Checklist
    • Checklist of Inspection Rules and Regulations to Comply with Health Officers
    • Application for Sellers Permit
  • Catering and Food Service
    • Guidelines for Working with Your Caterer
    • List of Local Caterers
  • Special Event Liquor Vendors
    • Applying for a Permit
    • Beer Gardens
    • Temecula Police Department Alcohol Management Permit Conditions
    • Different ABC Licenses Explained
    • Daily License Application / Authorization (ABC)
  • Department of Business Affairs / Consumer Protection Bingo and Raffle License Info
    • Eligibility to Conduct Bingo
    • Bingo Licenses and Permits
    • Charitable Organization Bingo License Application
    • Fundraiser Information
    • Raffles
    • Casino / Poker Nights
  • Setting up Temporary Events in Compliance with ADA Laws
    • Facility Access
    • Communications Access
    • Assistance for People with Disabilities
    • Ticketing
  • Using / Displaying Animals
    • Animal Exhibitors
    • Understanding USDA Licensing
    • California Code Regulations
    • APHIS Animal Care Factsheet
  • Recycling at a Special Event
    • Waste Reduction
    • Hazardous Waste Site Information Form
  • Tents and Canopies
    • Guidelines for Erection of Tents or Canopies
  • Street Closures and Use of Public Way
    • Guidelines for Street Closures and Use of Public Way
  • Guidelines for Barricading
    • Types of Barricades
  • Guidelines for Infrastructure of Restrooms
    • Restrooms
    • Sinks
  • Volunteers
    • Planning for Volunteers
    • Recruiting Volunteers
    • Risk Management and Liability Reduction
    • Training of Volunteers
    • Sample Volunteer Handbook Outline
    • Managing Volunteers
    • Evaluating Volunteers
  • Obtaining Sponsorships
    • Guidelines for Obtaining Sponsorships
    • What Can be Sponsored
    • Possible Sources of Sponsorships
    • Sponsorship Proposal
    • Letter of Agreement
    • How Much are Things Worth
    • Close the Deal
    • The Final Step
    • Steps for Holding a Successful Sponsored Event / Reception
  • Stages
    • Guidelines for Stages
    • Building Permit Application
  • Electrical, Power Supplies and Lighting
    • Electrical and Power Supplies
    • Requirements / Power Distribution
    • Lighting
  • Sound
    • Guidelines for Sound
  • Music Licensing
    • Music Licensing and Public Performances
    • Do I Need Permission and How Do I Get It?
    • Types of Copyright / Licenses
    • Further Information and Resources
    • Music Licensing Agreement
  • Signage
    • Guidelines for Signage
    • Special Purpose Signs
    • No Parking Signs
  • Fire Permit
    • Fire Permit Guide and Application
    • Temecula Fire Station Location Map
    • Emergency Exit and Entrance Diagrams
  • Special Event Medical Plan
    • Emergency Medical Plan
  • Guidelines From the Police Department
    • Police Storefronts
    • Police Teams and Programs
    • Community Action Patrol
    • Temecula Valley Mounted Posse
  • Filming Opportunities in the Temecula Valley
    • Filming Information
  • Other Important Contacts
    • Business License Contacts
    • Other Enforcement Agencies and Websites

12 to 6 Months Timeline Creation

Picture
One Year to Six Months Ahead

  • Determine the purpose, format, and feasibility of the event.
  • Create an estimated budget and get approval.
  • Select the date, but before confirming it clear the date with important participants and double-check for conflicts with other major functions.
  • Recruit event team.
  • Draw up preliminary guest list categories.  Begin collecting addresses for save-the-date mailing.
  • Select the theme.
  • Select and reserve a facility.
  • Develop a rain plan if the event is to be held outdoors.
  • Reserve a block of hotel rooms, if necessary.
  • Choose a caterer.
  • Select an event designer, who may aid with décor/, flowers, etc.
  • Select and order recognition items (award, honor, citation).
  • Order favors, souvenirs, printed folders, and other give-away items.
  • Reserve rental equipment such as vans, buses, tables, chairs, tents, podiums, etc.
  • Confirm a master of ceremonies and the program speakers.
  • Plan audio-visual presentations.
  • Make preliminary security arrangements.
  • Contact the Office of Insurance and Risk Management to discuss insurance coverage.
  • Get all necessary administrative approvals.
  • Plan promotion and publicity.

Three to Six Months Ahead

  • Write copy, design and get approval of printed invitations and all other printed materials.
  • Finalize and get approval of the guest list.
  • Prepare mailing labels.
  • Contact Mail and Document Services to coordinate the printed materials mailing.
  • Send save-the-date announcements to guests (3-5 months prior to the event).
  • Select menus and submit them for approval.
  • Make contact with program participants and:
            - Supply suggestions for their remarks
            - Gather their biographical information
            - Request a black and white glossy photo of each participant for publicity and programs
  • Keep campus officials, deans, and administrative officers informed of your plans, and ask for their support.
  • Meet with a Special Events Parking coordinator to discuss parking/shuttle needs.
  • Decide on music, book entertainers and talent.
  • Prepare and get all necessary signatures on performance agreements.
  • Finalize the audiovisual presentations.
  • Plan the decorations and color scheme.
  • Order props, novelties, foods, or other special needs.
  • Choose and meet with the florist.
  • Update security on your plans.
  • Advise Special Events and Protocol if dignitaries will be invited.
  • Begin publicity.
  • Hire a photographer and videographer.
  • Begin creating a logistical outline to document all arrangements as they are decided on and confirmed.

Two Months Ahead

  • Prepare mailing labels for invitation mailing.
  • Send out invitations 4 – 6 weeks prior to event.
  • Finalize decor and facility arrangements.
  • Make hotel and transportation arrangements for out-of-town dignitaries and guests.
  • Mail an itinerary to dignitaries.
  • Secure other university representatives to assist.
  • Double-check the extra help that will be needed including valets, checkroom attendants, and greeters.
  • Make direction and welcome signs.
  • Write and print the program and menu cards.
  • Order any ceremonial items needed such as flags, the university seal, ceremonial scissors.
  • Inspect the facility and request repairs to hazards, such as loose edges on stairs and upturned edges on carpeting.
  • Continue publicity on schedule.
  • Recruit volunteers to staff registration or assist as escorts and greeters, etc.

Two to Four Weeks Ahead

  • Record and acknowledge RSVPs as they are received.
  • Mail out confirmations, tickets, parking permits, if necessary.
  • Ask Facilities Management to schedule a crew to mow and trim the grounds of the venue the day before your event.
  • If outdoors, request the sprinklers be turned off.
  • Prepare registration packets.
  • Double-check publicity progress with Media Relations.
  • Revise and update plans if necessary.
  • Send detailed instructions to all program participants with tickets, parking permits, and maps.
  • Finalize details with caterer, the rental company, and all vendors.
  • Write speeches and introductions, and get them approved.
  • Take delivery on favors, mementos, novelty items and double-check for correct amount.
  • Get table numbers made.
  • Enlarge a diagram of the room to be used as seating chart.
  • Create a production schedule outlining all deliveries, cues, and timing for the event.

One Week Ahead

  • Ascertain the intentions of anyone who has not sent an RSVP.
  • Print out the guest list in alphabetical order.
  • Finish place cards, table cards, and/or name tags.
  • Create the seating chart.
  • Brief the greeters, escorts and volunteers on their duties.
  • Gather all presentation items such as gifts, plaques, trophies.  Collect ceremonial items.  Designate one person to be in charge of transporting them to the event site.
  • Plan an arrival briefing for VIPs if necessary.
  • Prepare the briefing packet and send along with the guest list (with full names, titles, business and professional affiliations, and other specific interests), biographies, and the final schedule of events to the academic or administrative leadership or official host.
  • Call security and double-check all arrangements.  Provide them with final itineraries and VIP information.
  • Deliver prepared introductions, citations, and speeches to those who will read them.
  • Make catering guarantees.
  • Prepare your event box with any supplies, such as tape, string, zip ties, staplers, clip boards, baskets, etc. you may need.

The Big Day

  • Arrive early.
  • Bring the logistical outline, production schedule, instructions, directions, phone numbers, banquet orders, seating charts, name tags, table assignments, guest lists, and the event supply box with you.
  • Check all facilities and grounds.
  • Set up event venue with place cards, signs, favors, awards, etc.
  • Conduct sound and equipment checks.
  • Set up registration.  Be sure it is ready no later than 30 minutes prior to the start of your event.
  • Follow your production schedule.
  • Relax and smile.

  After the Event

  • Send thank you notes to staff, volunteers and vendors.
  • Finalize billing and prepare final budget.
  • Conduct event debriefing to determine success or ways to improve in the future.
  • Survey attendees if it’s appropriate.


home
previous page
next page