Planning a special event requires different timelines to keep details on track. A long-term detailed timeline encompasses necessary information from the beginning stages of planning through the execution of the event. A long-term timeline will encompass 6-12 months or more, and a day-of-event timeline will track the hours of the day of the event. On the day of the event, many details come together before the event takes place. To keep things running smoothly and stress at a minimum, a detailed timeline is crucial for stress-free execution. The details of this timeline will vary based on the type of event being planned, but this general outline provides a great place to begin.
Let’s discuss how to structure a day-of-event timeline.
OUTLINE
HOURLY CALENDAR FOR THE DAY
ADD ANCHOR ITEMS
ADD VENDOR ITEMS
SEEK FEEDBACK & REVISE
OUTLINE
Start with an outline of everything that needs to get done on the day of the event. This does not have to be a structured or detailed outline. Bullet points are helpful. List everything that must take place on the event day for the event to be successful. Be sure to include everything from wake-up time to leaving the event site at the end of the night. This is the time to throw in everything you can think of even if it seems inconsequential or redundant.
HOURLY CALENDAR FOR THE DAY
Create an hourly calendar for the day from the hour when execution items will start until the end of the evening. For example, if set up begins at 9 am, start the timeline at 9 am until the hour of anticipated completion. The calendar can be broken down into 15-minute intervals or whatever time interval works best for the team working on the event. The timeline may be more than one page, but it is necessary to ensure the event is well-organized.
ADD ANCHOR ITEMS
Anchor items are non-negotiable items throughout the day which can’t be moved or altered. Specific deliveries, sound checks on microphones, and other rehearsals are anchor items that structure your detailed timeline. Anchor items go in first so that other detailed items can be scheduled around them. Anchor items act as boundaries that can’t be crossed and provide structure to the day so that the overall flow of events stays on track.
ADD VENDOR ITEMS
Depending on the type of event, there may be vendor deliveries or vendor setups that must be included in the timeline. These are also anchor items that provide boundaries to the day. For example, the tables must be delivered and set up before decorations can be placed. Vendor items must occur at a specific time to keep the rest of the day on track.
NEXT STEP
The next step is to put these outlined items in order according to the time they occur. Don’t forget to include buffer time throughout the day for things that may come up unexpectedly. Using your outlined items from the first step above, plug these items into the hourly calendar for the day. This may take some time and require some editing until you get the timeline scheduled perfectly. Printing several paper copies to work from in case mistakes are made is helpful.
SEEK FEEDBACK & REVISE
Event planning is a fun and challenging process. Seek feedback from other people involved in the event to be sure you haven’t missed anything. Talk through the detailed timeline and ask for feedback on any items that should be moved. Maybe a detail has been forgotten. Asking for feedback will be helpful to ensure that nothing is missed or left out.
Planning an event of any size is fun, but it can be stressful. Some details must be included for the event to be successful. Planning is the key to an event’s success and for the planners to be less stressed. There will always be issues that can’t be avoided, but planning allows time for the problems to be resolved before the event.
The team at Royal Affairs Ballroom has decades of experience planning and executing events of all sizes. Our staff is available for the day of the event to ensure that our clients are taken care of throughout the day. Call us today at 972-221-6565 to schedule a private tour of our facility and speak with one of our event experts on staff.
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