Module 3: Organization and Timing
Online Lesson
Great organization and an eye to details is the mark of a professional event manager. Continuous monitoring of every activity as the event is planned will keep the event on track.
Bogging down on any item could throw off the event timeline. Developing a timeline for the event is crucial to a successful and timely event. There are two commonly used models for creating your event timeline.
Program Evaluation Review Technique (PERT) : identifies
the sequence of activities. It outlines the starting and completion dates/times
for each task in an overall project.
Critical Path Method (CPM) : determines for each activity the amount of
time, kinds of resources and human performance necessary to accomplish each
task.
Verde
River Canoe Challenge Timeline
Using a PERT or CPM method will help keep your event organized. It is not a good thing to have the t-shirts arrive the day after the road race.
Cut-off times for specific items or functions have to be established and deadlines met. The domino theory will wreck havoc on any event plan once deadlines are missed. Important dates:
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cancellation dates (for equipment, entertainment and supplies) |
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attrition dates (when you are allowed to change attendance numbers or order sizes (food & beverage) |
Function Sheets
Function sheets are the HEART of your event. They are the information guide that tell your suppliers how you want your event to be handled. They set out exactly what has been contracted, what is included, the costs agreed upon and how you want the details arranged.
A function sheet includes details on everything. It has a beginning a middle and an end for the event. The first part of the function sheets include all names, titles, company names, addresses, telephone, fax and cell phone numbers, email and home numbers.
The "function sheet" may also be called the event "book." It has all the details on your event and the requirements for every vendor or supplier used.
It also identifies the responsibilities for each staff member. Every supplier, contractor, and key staff member gets a copy in time to review and provide feedback or changes.
A "Precon" (advance planning) meeting is held with all suppliers, vendors and contractors a few days before the event to clarify everyone's responsibilities prior, during and after the event.
Function sheets are confidential, everyone who has one is responsible for its safe keeping.
CAUTION: Hotels and venues will have a list of preferred suppliers. You may be required to use only these companies for your event. It is a good idea to inquire whether you may bring in a supplier not on the "preferred" list.
CAUTION: Volunteers, are the lifeblood for many events. It is important to have them fully informed about the event and that they show up when and where needed.
Timing
Selecting a season, date and times for your event are major factors in the success of the event. These factors will determine the potential attendance and availability of vendors and suppliers for your event.
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Before selecting a date, check:
Check local newspapers, magazines, Chamber of Commerce, Main Street Program, recreation department. |
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Scheduling Patterns
| seasons/holidays: natural time blocks (New Year, Thanksgiving, Box Day, Fourth of July, etc) | ||||||||||||||||
| sessions: 8 to 10 week blocks. | ||||||||||||||||
| weekly/monthly: | ||||||||||||||||
| lifestyle of consumer: days divided into:
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| Pricing advantages |
Time deepening: undertaking an activity more quickly; undertaking more than one activity simultaneously; and using time more precisely.
Outcomes
Selecting the best date and time for an event will have a major impact on it's success. Negotiations may be more successful during high vacancy (off-season) times. Items you may negotiate for include:
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Complimentary welcome check in reception |
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Complimentary room amenities or gifts |
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Complimentary spa/health club admission |
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Early check in |
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Late check out |
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Complimentary breakfasts |
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Room upgrades |
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Complimentary welcome cocktail reception |
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Additional VIP suites |
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Extended rates for early or late departures |
Maximum
attendance for corporate events, fund raisers, and other special events is
either mid-week or Saturday night.
The
venue should be ready-to-go (RTG) at least one half hour before the
guests should arrive.
Special Considerations
| Daytime or evening event? |
| Start and ending times? |
| Formal or informal dress? |
| If the event is after work will guests have time to go home and change cloths? |
| Will volunteers have time to prepare the venue before guests arrive? |
| Are significant others or family (children) invited? |
| How far are people traveling? From home, work? |
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2001 Northern Arizona University, ALL RIGHTS RESERVED
