Event Project/Timeline Management Service

We coordinate every moving part of your event — from strategy to signage — ensuring nothing slips through the cracks.

Event Project/Timeline Management Service

Trusted by Top Companies

Event Project/Timeline Management

End-to-end event management that keeps every detail on track — and your team ahead of schedule.

Successful events don’t just happen — they’re managed with intention, precision, and accountability. Executivevents’ Event Project & Timeline Management service provides a structured, stress-free approach to planning and execution. We oversee every phase of your event, from initial brainstorming and stakeholder coordination to on-site logistics and post-event wrap-up. Our team builds detailed project timelines, tracks key milestones, manages vendor deadlines, and ensures that everyone stays aligned from start to finish. Whether you’re juggling multiple departments, complex programming, or tight deadlines, we’re the central hub that keeps everything running smoothly — so you can focus on strategy, not status updates.

Whats Included:

  • Set up & Review of Expectations Develop goals and clarify roles Identify reporting needs and consult set up
  • Consult with client about final conference agenda
  • Develop call schedule with key client staff
  • Participate and schedule ongoing conference calls with key client personnel to facilitate planning
  • Provide agendas and post-call summaries for all conference calls we are managing
  • Master Scheduling and Matrix Review production schedule with client
  • Update schedule and communicate regularly with client
  • Ensure deadlines are met by all Executivevents’ project leads
  • Communicate updates, changes, and challenges with primary client contact
  • Communications with Venue Contact Review expectations and timelines
  • Forward Client agenda/final program to venue
  • Review current venue contracts and offer feedback
  • Obtain off-site vendor recommendations and references
  • Work with venue on close coordination of Executivevents logistics outlined in contract
  • Create event specifications for venue Meal coordination and menu negotiations
  • Final Pre-event meeting
  • Problem-solve with hotel as issues arise
  • Budgeting & Analysis Closely review budget, provided by client
  • Assist client with estimated budget figures, as needed
  • Track and report on all expenses
  • Provide data to assist with final budget to actual analysis
  • Post Meeting Summary Conduct debrief meeting and/or provide feedback for improvement
  • Hotel summary of all reservations, attendee occupancy and no shows (master account)
  • Provide final Banquet Event Orders (BEOs) and Banquet Checks
  • Final vendor billing
  • Post Meeting
  • Billing Final bill reconciliation of all vendor invoices within 30 days of event

A well-coordinated, stress-free event journey — where nothing gets missed and everything runs on time.

That’s the outcome we deliver. With Executivevents managing your event project and timeline, you gain more than just task lists and deadlines — you gain a true partner in precision. Every milestone is mapped, every team member knows their role, and every potential delay is anticipated and addressed before it becomes a problem. You’re never in the dark about what’s next or what’s needed — because we’ve already planned for it. The result is a flawlessly executed event, delivered with confidence, efficiency, and total peace of mind. No last-minute chaos. No missed details. Just an organized, proactive path from concept to closeout.

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Executivevents has completely changed the way we plan our events.

Executivevents rated 4.9 stars on G2 reviews
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Microsoft
DigiGirlz Event

“It was a great experience working with Executivevents & I appreciate all your efforts in managing the registration process.

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PepsiCo
Virtual Events

“The Executivevents team has helped make our virtual events almost as interactive as our in person ones.”

Brewers Association
Craft Brewers Conference®

“I wanted to say thank you again for doing such a great job with the conference. Executivevents truly helped us out tremendously.”

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