Event Timeline Example



Timelines are a crucial part of a successful event. However, you may go to make one for your upcoming event and draw a blank. While there is no universal event timeline, there are several key aspects that all timelines should include. Such aspects consist of set up, start time, execution, event flow, and more. All events are different and there will always be unexpected things that pop up, but having a timeline to follow and outline all of the intricacies of the day will help you be the most prepared as possible. If you are looking for an outline and/or a place to start, here is an event timeline example for a faux OFFSITE corporate gala to use as a starting point.


Event Timeline Example

Event Timeline Example


Thursday, June 13

Team members to drop off auction items at event venue – ask for Jill

Manager to finalize guest list and seating chart

Social media push for event awareness in the evening


Friday, June 14


Offsite team arrives at venue

Begin setting up silent auction tables



A/V arrives to set up stage, speakers, and microphone



Venue team begins setting up dinner tables and chairs



Gift bags are dropped off from sponsor, placed under registration table



Offsite set up team breaks for coffee and refreshments, provided by venue



DJ arrives, sets up equipment

Starts sound check



Silent auction set up to be completed

Dinner tables set



Offsite volunteers begin manning the registration table

Keynote speaker arrives



Guests begin to arrive – will check in and be handed gift bag from offsite team member

Begin cocktail hour on patio- bar opens and light refreshments served



Cocktail hour ends

DJ invites guests to their seats



Offsite president gives welcome speech, introduces keynote speaker



Keynote speech

Speaker will announce the silent auction opens after dinner



DJ announces buffet is open

Servers will call up tables individually



Dinner is over, plates are cleared

DJ announces dance set, gets crowd up and dancing



DJ announces there is  1 hour left for the silent auction



DJ announces there is 5 min left of silent auction



Silent auction closes

DJ invites guests to find their seats again

Offsite president announces silent auction winners



Dance set



DJ announces one more song, thanks everyone for being there

Music ends

Guests begin to filter out



Offsite team begins clean up, collecting signs, leftover items, etc.

Venue crew begins room clean up


No event goes perfectly smoothly, but having a timeline will help it run better. When building your timeline, make sure to include key points of the day and include logistics. Consult OFFSITE’s event timeline example as a place to start.