By an Event Manager Who’s Been in the Trenches
Editor’s Note: In addition to being one of the premier locations for important events in Oklahoma, the National Cowboy & Western Heritage Museum also boasts a talented staff that provides event planning services. We asked them to share their expertise in a series of blog posts. Here’s their latest. For more information about the services we offer, go to https://nationalcowboymuseum.org/event-planning-2025/
When guests walk into a perfectly lit venue, greeted by the hum of excitement and the seamless flow of a well-run event, they’re witnessing the result of weeks — or even months — of behind-the-scenes work that’s often anything but glamorous.
The days leading up to a significant event can feel like a controlled chaos of logistics, last-minute changes and constant communication. It’s a mix of juggling vendors, finalizing floor plans, checking and rechecking AV setups, confirming catering details and managing a team of people all moving toward a common goal: Execution without visible hiccups.
But before we arrive at the actual date of the event, there are months, sometimes even years, of planning that go into a single weekend experience. That pre-planning and logistics ultimately allow you to enjoy the glamour of décor and atmosphere when setting up for the event.
Below is an ideal timeline that we recommend for planning a great event:
One year out
· Post-Event Production Meeting: What was the good, the bad and the ugly about last year’s event?
· Purpose & Goals: Define the purpose and what success looks like.
· Budget: Identify must-haves vs. nice-to-haves.
· Date: Set a preferred date and a few backups.
· Planning Timeline: Outline a plan for the year.
9 months out
· Theme & Décor: Determine the event’s look and feel.
· Catering: Start researching options and obtaining quotes.
· Entertainment: This can be a challenge as artists tend to be booked far in advance.
· Hotel Accommodations: Some events require hotel accommodations; reach out to the hotel to secure a rooming block for your guests.
6 months out
• Event Website: You want to get your guests excited and have one central location for all event details.
• Social media: Create a hashtag, list the event on social platforms and start scheduling posts to build interest.
3 months out
· Invitations/RSVP’s: Choose a delivery method and include all event details and accommodations.
· Run of Show: There should be a master document that houses all details for the event, i.e., load-in and load-out times, deliveries, and a schedule for the day.
· Volunteers: Determine your need for additional help and reach out to your volunteer base.
· Contracts: At this time, all contracts should be confirmed and signed.
1 month out
· Deliveries: Ensure all Vendors have Load-in requirements and times
· Volunteer Schedule: Finalize the jobs of your volunteers
· Run of Show: Finalize the internal schedule
· Collateral: All signage should be ordered
Week of Event
· Email Remainders: Send a “Know Before You Go” Email to remind guests of all the event details
· Guest List: All guest lists should be final and uploaded to your event management system (i.e., Social Tables).
· Name Tags: Print and Alphabetize name badges for a smooth check-in.
· Signage: Prepare all signage for placement, label the location, and designate a member to place the signage.
Day of Event
· Registration: You should have registration set 30 minutes before your door time.
· Final Walk-through: Walk the event space to ensure everything is set based on your vision.
Last-Minute Details: Do you need to supplement any décor? Do you have the right number of chairs at each table? Do the tables have Table Numbers? Have all vendors arrived? Is anything missing?
In the end, a successful event is the culmination of relentless dedication, detailed planning, and the ability to adapt under pressure. While attendees may only see the polished outcome of the ambiance, entertainment, and smooth transitions, it’s the unseen effort, countless decisions, and tireless teamwork that make it all possible. From that first post-event debrief to the final name tag being printed, every step plays a vital role. When done right, the chaos becomes choreography, and the event becomes a memory that leaves a lasting impression, not just for the guests but for every hand that helped bring it to life.
