Here's how you can ensure smooth event execution by creating and sticking to a realistic schedule.

Before diving into scheduling, clearly define what you want to achieve with the event. Whether it's raising awareness, generating sales, or engaging a community, having well-defined goals helps in planning all subsequent steps effectively. I always start by aligning the team on these goals to ensure every decision supports our primary objectives.

Utilize a project management tool with visual timeline capabilities. This visual approach can simplify complex schedules more effectively than traditional methods. Remember to account for holidays, especially in international contexts, and always confirm availability with clients and team members. If you’re new or unsure about timing, don’t hesitate to consult more experienced peers. Learning from others can prevent costly timing mistakes: • Visualize Schedules: Use tools that allow you to see the whole timeline at a glance. • Consider Holidays: Adjust plans for international and local holidays. • Communicate: Regularly check in with clients and team for updates. • Seek Advice: Leverage the experience of seasoned professionals

Advance planning is key to managing all the details without rushing. Begin by mapping out major milestones leading up to the event. This includes venue booking, vendor contracts, marketing launches, and final rehearsals. Using a reverse timeline — starting from the event date and working backward — has always helped me ensure no detail is overlooked.

Break down the event into manageable tasks and assign them to team members based on their skills and capacities. Make sure everyone understands their responsibilities and deadlines. I use tools like Asana or Trello for task management, which allows everyone on the team to see their tasks and update their progress in real time.

One key aspect often overlooked is the importance of having contingency plans. No matter how well you prepare, things can go wrong. It's essential to have a backup plan for critical elements such as key speakers, technology, and even the venue. For example, during an outdoor event I planned, unexpected rain forced us to move everything indoors. Because we had a backup location prepared, the transition was seamless, and the attendees hardly noticed. Always have a Plan B (and sometimes even a Plan C) to ensure your event can proceed smoothly, regardless of any unforeseen circumstances.

When running an event prep meetings are inevitable. I like to use a system like Fathom to capture all the notes and keep these on a shared drive so anyone can find the details when then need them. This helps especially when people are traveling to an event and may be out of pocket, or in case someone needs to jump in to help last minute and needs to be informed of what's been done, and decided on so far.

Ensure that everyone involved in the event, from team members to vendors, understands the schedule and any updates to it. Regular meetings and updates are crucial. I hold brief daily check-ins as the event approaches, which helps keep the entire team aligned and informed.