*A day-of timeline is crucial for seamless event execution. Here is a starter template to organize each step moment of your event, ensuring vendors are aligned and your team can focus on engagment.
For comprehensive planning guidance, see our Cincinnati Corporate Events Guide.*
Event Details
Event Name: ___________________________
Event Date: ___________________________
Event Location: ___________________________
Event Coordinator: ___________________________
Coordinator Phone: ___________________________
Pre-Event Setup
| Time | Task | Responsible Party | Status |
|---|---|---|---|
| Venue unlocked and accessible | Venue Manager | ā | |
| Tables and chairs set up | Venue/Rentals | ā | |
| Linens and place settings arranged | Catering/Rentals | ā | |
| AV equipment tested | Venue/AV Tech | ā | |
| Wi-Fi tested and password confirmed | Venue Manager | ā | |
| Signage placed | Event Team | ā | |
| Registration/check-in table set up | Event Team | ā | |
| Name tags/materials prepared | Event Team | ā | |
| Lighting adjusted | Venue/Event Team | ā | |
| Temperature checked and adjusted | Venue Manager | ā | |
| Restrooms checked and stocked | Venue Manager | ā |
Vendor Arrival & Setup
| Time | Vendor | Contact Person | Phone | Task | Status |
|---|---|---|---|---|---|
| Catering | Food prep begins | ā | |||
| Bar Service | Bar setup | ā | |||
| Photography | Arrive for setup shots | ā | |||
| DJ/Entertainment | Equipment setup & sound check | ā | |||
| Florist/Decor | Final touches | ā | |||
| Other: _______ | ā |
Event Timeline
Guest Arrival & Registration
| Time | Activity | Responsible Party | Notes |
|---|---|---|---|
| Doors open | Venue Manager | ||
| Registration/check-in begins | Event Team | ||
| Welcome music begins | DJ | ||
| Photographer captures arrivals | Photographer | ||
| Cocktails/appetizers served | Catering | ||
| Networking time | All Guests |
Program/Presentations
| Time | Activity | Speaker/Responsible Party | Notes |
|---|---|---|---|
| Welcome remarks | |||
| Company updates/announcements | |||
| Presentation 1: _____________ | |||
| Q&A Session | |||
| Break (if applicable) | |||
| Presentation 2: _____________ | |||
| Awards/recognition (if applicable) | |||
| Closing remarks |
Meal Service (if applicable)
| Time | Activity | Responsible Party | Notes |
|---|---|---|---|
| Dinner service begins | Catering | ||
| First course served | Catering | ||
| Main course served | Catering | ||
| Dessert served | Catering | ||
| Coffee/tea service | Catering |
Entertainment & Networking
| Time | Activity | Responsible Party | Notes |
|---|---|---|---|
| Music/entertainment begins | DJ/Band | ||
| Team-building activity (if applicable) | Activity Facilitator | ||
| Photo booth opens (if applicable) | Photo Booth Vendor | ||
| Open networking time | All Guests | ||
| Dancing (if applicable) | DJ |
Event Conclusion
| Time | Activity | Responsible Party | Notes |
|---|---|---|---|
| Last call at bar | Bar Service | ||
| Final announcements | Event Coordinator | ||
| Thank guests for attending | Event Coordinator | ||
| Music ends | DJ | ||
| Guests depart |
Post-Event Breakdown
| Time | Task | Responsible Party | Status |
|---|---|---|---|
| Bar breakdown begins | Bar Service | ā | |
| Catering cleanup | Catering | ā | |
| DJ/entertainment load-out | DJ/Band | ā | |
| Photographer departs | Photographer | ā | |
| Decor/rentals packed | Rentals/Event Team | ā | |
| Venue cleaned and reset | Venue/Event Team | ā | |
| Final walkthrough with venue | Event Coordinator | ā | |
| Venue locked | Venue Manager | ā |
Sample Timeline: 50-Person Corporate Holiday Party
Event: Company Holiday Party
Date: December 15, 2025
Location: Somerhaus, Over-the-Rhine
Guest Count: 50
Setup (3:00 PM - 5:30 PM)
| Time | Task | Responsible Party |
|---|---|---|
| 3:00 PM | Venue unlocked | Venue Manager |
| 3:00 PM | Event coordinator arrives | Event Team |
| 3:30 PM | Catering arrives, begins food prep | Catering |
| 4:00 PM | Bar setup begins | Bar Service |
| 4:00 PM | DJ arrives, equipment setup | DJ |
| 4:30 PM | Tables, chairs, linens arranged | Venue/Catering |
| 5:00 PM | Photographer arrives for setup shots | Photographer |
| 5:00 PM | AV/sound check | DJ/Event Team |
| 5:15 PM | Final decor touches, signage placed | Event Team |
| 5:20 PM | Final walkthrough | Event Coordinator |
| 5:30 PM | Team briefing | Event Coordinator |
Event (6:00 PM - 10:00 PM)
| Time | Activity | Responsible Party |
|---|---|---|
| 6:00 PM | Doors open, guests begin arriving | Venue Manager |
| 6:00 PM | Welcome music begins | DJ |
| 6:00 PM | Cocktails and appetizers served | Bar/Catering |
| 6:00 PM | Photographer captures arrivals | Photographer |
| 6:00 PM - 7:00 PM | Networking and mingling | All Guests |
| 7:00 PM | Welcome remarks from CEO | CEO |
| 7:10 PM | Year-in-review presentation | Leadership Team |
| 7:25 PM | Employee recognition awards | HR Manager |
| 7:40 PM | Dinner service begins (food stations) | Catering |
| 8:00 PM | Dessert served | Catering |
| 8:15 PM | DJ transitions to dance music | DJ |
| 8:15 PM - 9:45 PM | Dancing and socializing | All Guests |
| 9:30 PM | Last call at bar | Bar Service |
| 9:45 PM | Final thank you and closing remarks | Event Coordinator |
| 10:00 PM | Event concludes, guests depart |
Breakdown (10:00 PM - 11:30 PM)
| Time | Task | Responsible Party |
|---|---|---|
| 10:00 PM | Bar breakdown | Bar Service |
| 10:00 PM | Catering cleanup | Catering |
| 10:15 PM | DJ load-out | DJ |
| 10:30 PM | Photographer departs | Photographer |
| 10:30 PM | Tables cleared, linens collected | Catering/Event Team |
| 11:00 PM | Venue cleaned and reset | Venue/Event Team |
| 11:15 PM | Final walkthrough | Event Coordinator/Venue Manager |
| 11:30 PM | Venue locked | Venue Manager |
Day-Of Checklist
Morning of Event
ā Confirm arrival times with all vendors
ā Review timeline with event team
ā Charge all devices (phone, camera, etc.)
ā Pack emergency kit (see below)
ā Confirm final headcount with catering
ā Print copies of timeline for all vendors
During Setup
ā Arrive early to venue
ā Oversee vendor arrivals
ā Test all AV equipment
ā Check temperature and lighting
ā Set up registration table
ā Arrange name tags/materials
ā Do final walkthrough
ā Brief all staff and volunteers
During Event
ā Greet guests as they arrive
ā Keep event on schedule
ā Address any issues immediately
ā Take candid photos (in addition to photographer)
ā Thank vendors throughout the event
After Event
ā Thank guests as they depart
ā Oversee breakdown
ā Do final walkthrough with venue
ā Collect any leftover materials
ā Tip vendors (if not included in contract)
Emergency Kit
Pack these items for day-of emergencies:
ā Printed timeline (multiple copies)
ā Vendor contact list
ā Venue contact information
ā First aid kit
ā Stain remover pen
ā Safety pins
ā Tape (clear and double-sided)
ā Scissors
ā Markers/pens
ā Phone charger
ā Breath mints
ā Pain reliever
ā Tissues
ā Umbrella (for Cincinnati weather!)
Cincinnati-Specific Considerations
Parking in OTR: If your event is in Over-the-Rhine, provide guests with parking garage information. The Mercer Commons Garage and Washington Park Garage are convenient options.
Cincinnati Streetcar: The free Cincinnati Streetcar connects downtown to OTR. If your venue is near a stop, include this in guest communications.
Weather Backup: Cincinnati weather can be unpredictable, especially in spring and fall. Always have a backup plan for outdoor elements.
Traffic Timing: Consider rush hour if your event starts between 5-6 PM on a weekday. Build in buffer time for guest arrivals.
Emergency Contacts
Event Coordinator: ___________________________
Venue Manager: ___________________________
Catering Manager: ___________________________
Company Contact: ___________________________
Related Resources:
- Ultimate Cincinnati Corporate Events Guide - Complete strategic planning guide for SMBs
- Corporate Event Budget Worksheet - Track all expenses and ROI
- Corporate Event Vendor Contact Sheet - Centralized vendor tracking
Planning a corporate event in Cincinnati? The experienced team at Somerhaus can help you create a flawless timeline: Contact Somerhaus
