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A simple, step-by-step timeline to map out your event — so nothing slips through the cracks.
Most events don’t struggle because of a lack of effort. They struggle because things happen too late — the sponsor ask that went out three weeks before the event, the marketing push that started once registration was already lagging. This timeline keeps you ahead of those traps. It helps you work backward from event day, stay aligned with your team, and replace last-minute scrambling with a calm, organized run-up.
It works for any event type — golf tournaments, pickleball events, multi-sport fundraisers, and more. The sport and format change, but the planning rhythm stays the same. Adjust the timing up or down based on your event’s size and goals.
| Time Before Event | Key Actions |
|---|---|
| 120–90 days out | Confirm your venue, date, and format. Set your budget. Build your sponsor packages. Open registration. |
| 90–60 days out | Begin your marketing push. Start reaching out to sponsors. Secure your first teams/participants. Order any early supplies. |
| 60–30 days out | Ramp up marketing. Confirm sponsors. Track registrations weekly. Finalize your key vendors. |
| 30–14 days out | Push final registrations. Confirm participant details. Order signage and printed materials. Lock in logistics. |
| 14–7 days out | Get your final headcount. Assign staff and volunteer roles. Prepare check-in materials. Confirm all vendors. |
| 7–1 days out | Final confirmations. Pack supplies. Prep all event materials. Send final details to participants. |
| Event day | Execute setup, registration, event flow, contests, and wrap-up. |
| 1–7 days after | Send thank-you emails. Share results and photos. Follow up with sponsors. |
The timeline moves through five phases, each with a clear focus:
Planning Phase (120–90 days out) — Lock in your foundation: venue, date, format, and budget. Everything else builds on these, so nail them first.
Growth Phase (90–30 days out) — Drive registrations, sponsorships, and visibility. This is where your marketing and sponsor outreach do the heavy lifting, and where most of your field and funding come together.
Final Prep Phase (30–7 days out) — Dial in the details: logistics, materials, roles, and communication. The big pieces are set; now you’re sharpening them.
Execution Phase (Event day) — Deliver a smooth, organized experience. If the earlier phases went well, this one runs itself.
Post-Event Phase (1–7 days after) — Follow up, share results, thank everyone, and start building momentum for next year. The event isn’t over until the follow-up is done.
Each phase connects to a deeper guide if you want to go further: the [Growth Phase] links to our marketing and sponsorship guides, [Final Prep] to our staffing, supplies, and schedule guides, and [Post-Event] to our follow-up and evaluation guides.
When you’re ready to put your timeline into action, list your event free on Colorado Under Par to open registration and reach participants across the state.
Get your event in front of the right audience and start building momentum in minutes.
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