Video:How to Set Up a Schedule When Event Planningwith Brian Green
Creating a schedule for an event is absolutely imperative, especially when you are planning vendor arrivals. Get some expert tips on setting up a timeline for an event in this how-to video from About.com.See Transcript
Transcript:How to Set Up a Schedule When Event Planning
Hi, this is Brian Green from F and G Events for About.com and today we're talking about how to create a schedule while you're working on your clients event.
How to Create a Schedule for an Event
So, of course, Your timeline for the day should have all generic information for all of the vendors. It needs to have on what's happening in terms of where is the event, who's the event for, what date is the event, how many people are attending the event, what time does the event start, it should have the addresses, it should have your information so that people know how to find you. My timelines includes loading dock information how are the vendors going to load in and out of the venue. It also includes closest hospital. Things happen you need to be prepared.
Plan Vendor Arrivals Logically
The next part of that timeline setting up is vendor arrivals. Who's coming in first, who's second, who's third. You want to make sure that you've thought this out in a methodical fashion, because for example there's no point in having the cake arrive before tables and linens arrive because what is the cake artist going to do with the cake but stand there and wait. So you want to make sure your venue you is ready first. Then you want to make sure all of your deliverables are in so are you renting chairs or furniture. Did the tables come in? Did you need a dance floor? Did you need staging? Did you need AV? All of these things so that you're layering one activity on top of the next.
Then the next thing of course would be your decor. So then by the time your catering team arrives to set up your tables, all the linens are done and the centerpieces are done and their working in harmony together. And then from a clients perspective how does it unfold. When does speaker one walk on stage and whats the music for that speaker. What song is the client having for their first dance. So the timeline is your friend. If you execute it seamlessly, you will have amazing events every single time.
This is Brian Green for About.com.