Creating a Timeline
Once you have your date, venue, budget and the theme for the event decided on, it’s time to create a timeline of how you are going to create this event.
Creating a timeline will keep you focused, keep your team working together and you will be able to measure your successes by crossing of the completed tasks.
Just like you have a timeline for the evening of the event, the way the evening will flow, having a timeline of creating this event, is crucial.
Start from the end!
Start with the event date, then figure out what you will need to do on the monthly basis. If your event is only a month away, create a weekly and daily timeline.
The first tings first:
Secure all of your major vendors. Caterers, photographers, musicians, videographers, florists etc. (if you don’t book them first, you will end up with getting the vendors that are left, meaning they may not have been your first choice, but since they are the only ones available you have no choice but to use them)
Schedule tasting and meeting times for 3 different vendors in each category. Do one category within 2 days, then move to the next category. Schedule them all in ONE week’s time. Yes, this will rush you quite a bit, but all the different vendors will be fresh in your mind, thus making it easy to make a decision.
Know what type of entertainment you want and secure them. If you would like to have custom created musical/dance intro to your event, you must plan this and hire a professional way ahead of time. This needs to be done within the following week. Go and hear different performers, see how they react to their audience, pay attention if they look bored. If they are bored, walk out and find another group or person to audition. If they are bored for their audience, they will be bored for your event. NEXT…..
Chose your vendors, and start negotiating
Create your logo for the event
Create a guest list
Brain storm on the gift items
Order gift items
Etc. etc. etc.
You get the idea. Every event is different and will require a customized timeine so don’t leave anything out. Books have been written on timelines for event, this blog will only give you an idea of where you need to start.
As always, should you get overwhelmed, don’t hesitate to ask for help from us or from another planner.
We are here to help you make your event a success….. no go and create your custom timeline.
Your Expert Team Leader