Admissions Event Coordination Template

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Ensure your admission events run smoothly and attract prospective students with this detailed planning template. From setting dates and creating budgets to sending invitations and coordinating staff, this template covers all the essential tasks for a successful event.

Utilize this template to manage and assign tasks effectively, ensuring all aspects of your admissions events are well-organized and executed on time.

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Admissions Event Coordination for Priority Matrix

Admissions Event Coordination in Priority Matrix

Plan and execute successful admission events with this comprehensive coordination template.

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Proposed Tasks

Critical & Immediate

  • Finalize Event Date - due in 1 week
    ☐ Confirm availability of key personnel ☐ Check venue availability
  • Prepare Invitation List - due in 3 weeks
    ☐ Gather contact information for prospective students
  • Send Invitations - due in 1 month
    ☐ Design and distribute invitations via mail and email
  • Coordinate Staff - due in 7 weeks
    ☐ Assign roles and responsibilities to staff
  • Conduct Staff Briefing - due in 10 weeks
    ☐ Review event details and staff responsibilities
  • Final Venue Check - due in 11 weeks
    ☐ Ensure venue is properly set up
  • Confirm Attendees - due in 13 weeks
    ☐ Send reminders to prospective students and confirm attendance
  • Conduct Event - due in 14 weeks
    ☐ Ensure smooth execution of all event activities

Critical & Not Immediate

  • Create Event Budget - due in 2 weeks
    ☐ Estimate costs for venue, marketing, materials, and staff
  • Plan Event Program - due in 5 weeks
    ☐ Plan activities, speakers, and presentations
  • Arrange Venue Setup - due in 6 weeks
    ☐ Arrange seating, signage, and equipment
  • Confirm Event Program - due in 2 months
    ☐ Finalize schedule of activities, speakers, and presentations
  • Gather Feedback - due in 15 weeks
    ☐ Collect feedback from attendees and staff
  • Review Event Success - due in 17 weeks
    ☐ Analyze feedback and determine success of event

Not Critical & Immediate

  • Order Marketing Materials - due in 9 weeks
    ☐ Order brochures, banners, and promotional items
  • Prepare Event Materials - due in 12 weeks
    ☐ Prepare attendee packets, name tags, and handouts
  • Distribute Event Materials - due in 3 months
    ☐ Ensure all materials are ready for distribution at the event

Not Critical & Not Immediate

  • Send Thank You Notes - due in 4 months
    ☐ Send thank you notes to attendees and staff
  • Plan for Next Event - due in 5 months
    ☐ Start planning for the next admission event
  • Update Template Project - due in 6 months
    ☐ Update this template project based on lessons learned