![]() You can’t control nonnegotiable deadlines, and sometimes for contractual or licensing reasons, they are beyond any one person’s control. If you think of the time between now and the event as terrain you must cross, these nonnegotiable deadlines are essential landmarks. Structure your timeline around nonnegotiable deadlinesīe grateful if you already know that you need to meet with your biggest sponsor a month before the gates open or attend a mandatory walkthrough with the venue managers a week prior. Getting their approval is well worth the time and effort. Successful event management is a matter of making countless separate but interlocking decisions that require delegating authority skillfully.īefore finalizing the fundamentals of the event, like the venue, allow time for key stakeholders - such as upper management and sponsors - to review the plan. Larger events require a team to assist with vendors, guest processing, marketing, sponsorships, and logistics. This is especially true for low-budget events that rely on volunteers to set up the chairs and put them away when the event concludes. Will you provide attendees with meals or snacks? That might require a caterer or an improvised food court, depending on the event, but however you meet the challenge, you’ll have to negotiate terms and pay deposits.Įvent planning is a team sport. There is no magic formula for how long you should allot for your event planning timeline, but it’s appropriate to dedicate a month or more for the smallest gatherings, three to six months for an offsite staff retreat, and six months to a year to prepare for a top national trade show.ĭetermine your budget and assemble your teamĪny event requires a budget for the venue, event staffing, technical help with audiovisual equipment, and whatever amenities are necessary for the event to be a success. Solidifying the event date often coincides with confirming the availability of your desired venue. Whatever the size and complexity of the event you’re planning, get started as soon as you confirm the date of the event. The organizers of the largest annual trade shows begin planning for the next year shortly after the current year’s show concludes, if not before. ![]() Simply put, the longer the timeline for planning your event, the more realistic it is. Every successful event - whether hosting a speaker at a business luncheon or staging a multiday trade show - begins with a realistic event planning timeline that works backward from the date of the event. Structure timeline around nonnegotiable deadlinesĮvent planning is a subset of project planning that requires organization, business knowledge, people skills, and a strong sense of mission.Determine your budget and assemble your team.Creating a realistic event planning timeline ![]()
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