By Sangeetha Shreekar
Event planning timeline differs for each event based on the group size, budget location and more. Event timelines is a sequence of events at defined dates and are often used for project management.
An event planning timeline is a checklist, in chronological order, of all the stages and steps involved in planning an event. It’s a long-term event timeline that accounts for up to 12 months of lead-in time prior to an event taking place.
The start of the year is always the right time to mark the tentative dates for the events, yearly budget allocation, location recce, shortlisting suppliers, procurement of materials demands a well-planned timeline. Simple rule: the longer the timeline for planning, the more realistic it will be.
A detailed timeline can be time consuming, but the time invested will save the stress and panic moments in the long run.
Highlight and add the anchor points: The entries in your planning which are non-negotiable which can range from the venue booking, vendors payments and more. These anchor points are out of your control based on availability and deliverables by the parties involved, however they would provide you the parameters to make your event planning easier.
Vendor timelines: The most crucial element in your event planning is taking into accountability the timeline of every vendor ranging from caterer to the people hosting an event at your venue just before your event as you need the clearance for setup and timeframe for the set up. Keeping every vendor involved in the loop would help in avoiding disappointments and unpleasant surprises during the delivery.
Contingency planning: Every entry in your event planning timeline needs a contingency plan as a plan B. The printer closing before your print job or the guest speaker falling sick the day before the event, or the venue being unavailable at the last minute. Planning for contingency always helps. Working with reliable suppliers is key.
Always ensure every entry in your event timeline is in chronological order, it will facilitate you to add ‘buffer’ time. Events like seminars, multi-day workshops, and weddings require six months or more of preparation. If you’re planning something relatively smaller, like a corporate meeting, you might not need six months. But the extra time will give you the opportunity to plan trickier items like travel arrangements.
Hope the above factors influence you in making the long-term event planning and do not forget to factor in the KPIs for every event in your calendar. Check out our post to know the different types of events KPIs and how relevant they are to each event here. The end goal being your event timeline matches your event vision in executing a successful event. If you have queries in making your next event a memorable one, reach out to us at info@planit.ie