How can you make a detailed event timeline?

Identifying milestones and deliverables early is key to define scope. When clear goals are lacking, we extract vendor deadlines, and add tangible deliverables like promotion plans to define interim milestones and build in buffers. Then we assign owners and use an online project management system. Obtain cross-functional buy-in on priorities, then meet weekly to monitor progress. Getting alignment on concrete milestones and deliverables allows teams to work backwards and create a timeline catered to unique needs. It provides a shared roadmap for seamless planning and flawless execution.

If applicable, use feedback from previous events to help define goals, scope, and allocation of resources. This not only helps improve events, it goes a long way to help repeat attendees feel appreciated and heard.

I agree, but delegating tasks is crucial and making sure team members know exactly what their job or role will entail and following through with the task(s). It is important to be able to pull all these into perspective so that everyone and everything goes according to plan.

Um segundo ponto, vai de entender a diferença de ter propostas que atendam o que você quer e precisa, que é o primeiro, de ter orçamentos, com preços avulsos que, na hira de fechar a conta, nãopreviu frete, seguro, gastos extras emergenciais, entre outros. Uma festa de aniversário é uma evento, tenha ele a partir de duas pessoas. Ter orçamento alto, vai fazer diferença se for para apenas 2 pessoas? Nem tanto. Dá para fazer boas coisas, com verbas médias. Mas acredito fortemente que bons briefings, objetivos sim, mas também detalhados, não deixam muitas brechas, deixando um evento ser o que é: eventualidades! Causas fortuitos acontecem, e estas não se prevê, se contorna!

Your vendor partners are your best friends when making your timeline! They’re the experts on how much time is needed to execute their workstreams, so ask right away for their drop dead dates, how much time they need between rounds with feedback, etc. and build that into your larger timeline accordingly.

Gosto mais desta parte que trata de monitoramento, do que a anterior, de prazos, pois estes mudam, com o estalar de dedos. E aí, já caberá uma renegociação, que, pra mim, entra no campo da renegociação. Você pode ter 30 dias de prazo. Aos 28, ganhar mais tempo, ou perder! E entrará em replanejamento, para poder atender!

Having a post-mortem meeting has been crucial in helping my team identify deficiencies and discrepancies. It allows us to learn and document how much time it takes to set up tables, or how long it actually takes to travel from one location to another. We can determine if we took a route with extra traffic and whether we are properly allocating time to each task efficiently.

This is important and imperative for future events- to see what went right and wrong- to evaluate for upcoming events the little tricks or options that arose and how they were handled. Did you satisfy the client and were they happy with the timeline? Was the team professional and courteous? And what could be done better in the future?

This is one piece of the puzzle that has helped me to step up my event planning game. As the sole event planner, of course, I can only be everywhere at a time, but combining the feedback from the attendees as well as the event staff is paramount in making sure that we are constantly working towards making sure each event is better than the last.

There should be a couple of timelines to consider for the event. It should start broad and then narrow. First, there should be a project deliverable timeline which includes all benchmarks and deadline in preproduction from your vendor or venue partners. This should also include post-show deliverables. Secondly, obviously there is the overall agenda of the event. Make sure to follow that and observe any changes in that. Finally, there is the granular "show flow" or sometimes its called a minute by minute, which breaks down the content to be reviewed, played. Or broadcasted during the event. This also includes walk on graphics or audio, Picture in picture cues, video playback & which presentation to show. Anticipate a lot of changes.