Create a Written Event Plan - Part III
- Sean Spence
- Sep 18, 2024
- 4 min read
Timeline for the actual event
Essentially, a more comprehensive schedule is required, outlining each activity with a detailed breakdown of when it should occur. Alongside each agenda point, indicate the anticipated duration. By implementing this, it will be feasible to monitor the event's progress constantly and make necessary adjustments.
Cushion
When creating a timeline, it is important to incorporate some extra time. If you estimate a task to take eight weeks, allocate nine or ten weeks; for a task that may take twenty minutes, plan for twenty-five. Allowing for additional time during the planning stage will simplify things as the speed and demands of event planning and management rise.
Adjusting
Similar to every other aspect of creating a plan, it is advisable to stay adaptable and receptive to the potential need for adjustments. A key benefit of having a written plan is the ability to make necessary modifications without significantly disrupting the overall plan.
Who do we need to make happy?
It is crucial for us to consider this question regularly across all areas of our lives. Identifying who you truly need to prioritize in order to achieve happiness can guide your decisions effectively. Whether it is sponsors, the guest of honor, entertainers, or other parties, keeping your focus on a select few individuals or groups is key, as the list of those truly significant is surprisingly short.
What could we do that would be special?
Throughout the entire process, you will find yourself immersed in various details while striving to keep the overall vision in mind. Simultaneously, the most effective method to guarantee that your event stands out is through meticulous planning—often found in the finer points. As soon as you begin the planning phase, consider a couple of actions that can enhance the evening's memorability. These actions can vary in scale; what matters is demonstrating to your guests that you have put thought into providing them with a unique experience.
A few ideas for “something special”:
A famous entertainer
A unique gift
An unexpected food item
What are all of the things that could go wrong?
Being prepared for when things don't go as planned is key to minimizing their impact, as issues are bound to arise. A successful event organizer is not defined by flawless execution, as perfection is unattainable. Rather, success lies in one's ability to effectively manage unexpected challenges. The most effective approach is to anticipate potential problems by creating a comprehensive list of potential issues through brainstorming sessions with your team. Continuously update this list as new issues come to mind during the event planning process. For each potential challenge, allocate some time to strategize on how to address it. This proactive approach will significantly simplify your tasks and enhance your event management capabilities.
What do we need to accomplish with the agenda?
Consider carefully. Identify the messages you wish to communicate, the people, groups, or topics you want to highlight. Clarify your main objectives for the event and ensure that your agenda aligns with them. Remove any elements that do not support your ultimate goals.
Who/what should we consider to be part of the agenda?
After identifying your goals, this step becomes quite simple. If someone or something helps you progress towards your main objectives, that's fantastic; otherwise, eliminate it.
What have others done at similar events that we might want to emulate?
There is little or nothing new that you will do at your event that has not already been done numerous times before. Therefore, instead of worrying about imitating others, you should focus on finding successful ideas that have been used by others. This can be a valuable topic for conversation with those participating in your event; another effective strategy is to seek recommendations from your social network communities about what they have found enjoyable.
What have others done at similar events that we want to learn from/avoid?
On the other hand, while determining what you want to replicate, take the opportunity to identify what you wish to avoid as well.
What could we do that would be unusual?
It is akin to asking, "How can we create something unique?" However, this question focuses on creating word-of-mouth marketing. With numerous events happening, it's essential to make your event stand out by offering something unusual that will spark conversations before it even takes place.
What will people expect?
In general, the solution to this inquiry will unfold organically. Your actions in organizing the event will mainly be guided by attendees' expectations. Nonetheless, it is beneficial to inquire and ensure that you prioritize the guests' requirements without losing sight of them throughout the preparation phase. For instance, when arranging evening events, it is essential to consider whether attendees anticipate a complete dinner.
What are the accessibility issues?
Although we will discuss this topic at different stages throughout the book, we feel it is important to bring it up right at the start. It is frequently overlooked, but in today's world, there is no justification for neglecting it, especially when we are not only referring to individuals with disabilities, but also parents with children, seniors, and others.
Who else can we bring into the process?
No matter how intelligent, informed, meticulous, and innovative you may be, involving a few other intelligent individuals in the planning process will lead to a more flawless and superior event in every aspect.
Equally important is the fact that events are primarily meant for creating and enhancing relationships. Why would you miss out on the valuable opportunity for building relationships that the planning process provides?
What about an organizing committee?
For certain occasions, it may be necessary to establish a "permanent" group, often comprised of volunteers, who will collaborate from start to finish.
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