Event timelines and checklists serve as important and essential planning tools in almost every step of the planning process. They are extremely helpful in keeping you focused and on track. You can be as specific as you want or need for each area of your event.
Checklists ensure that significant and essential tasks and details are completed in a timely manner. Think of the checklist as an opportunity to double check everything, leaving all questions answered and tasks completed.
Timelines will become your best friend if you use them. They are reminders of what to do and when to do it. The complexity or simplicity of your timeline will be determined by the size and duration of your event, and of course your personality type.
They are helpful in your meetings, delegating responsibilities, working with vendors, and designing and publishing marketing material. They are also useful when writing the summary report at the end of the event. Good lists with annotations and dates are very helpful in summarizing the event when it is over.
Event timelines
Deadlines are used to meet critical dates. You can create your timelines with only key dates or high-level milestones, or you can be incredibly detailed with every task and due date listed. It’s your choice. We suggest creating multiple schedules for different areas of responsibility.
A detailed timeline will ensure that no task or detail gets undone. Consider these questions when creating your timeline:
For whom? The planner, the staff, the committees, or all of these.
Who should create them?
How many are needed?
Who is the guardian?
How often will they be reviewed? Monthly Weekly Diary.
Should you use a software application to help manage?
When to start creating the timeline?
Are the dates possible and reasonable?
The best time to create an event schedule is during or after your planning session, once dates are confirmed, after your site has been confirmed, or whenever you feel appropriate. Remember that the purpose of the timeline is to keep you on track; so start early and keep it amended! One way to create a timeline is to start from the day of the event and work backwards. It may seem strange at first, but it works! Remember to review your schedule as many times as necessary. The point is to write everything down and give yourself enough time to complete each task.
Event Checklists
Similar to the timeline, event checklists will vary based on your circumstances. They will keep you and everyone else moving forward steadily without skipping any event details. The smallest missed task can ruin your day and mess up your schedule.
When is the best time to create checklists? Create checklists during or after the planning session, after dates are confirmed, roles and responsibilities have been defined, or whenever it’s appropriate for you. The purpose of the checklist is to organize all the details. Be smart and start early!
As you develop your checklists, include as much detail as possible for each task. Here’s an example, for an “event day” checklist; assign these types of tasks:
- Host an information session with volunteers and staff.
- Arrange airport pickup for VIPs, speakers, and entertainment.
- Assign supervisor for AV equipment
- Search greeter
- Get personal support service
- Assign supervisor for breaks
- Assign Supervisor for Meeting Room Setup
- hang posters
- Meet with facility staff
- Make sure you have cash on hand
Don’t underestimate the value of timelines and checklists! Like all components of the process, event timelines and checklists will vary based on your unique circumstances. These essential tools keep everyone involved on track and help you meet your deadlines! To meet deadlines, adjust your event schedules and checklists and use them often. Whether your event is large or small, success is in the details. Give yourself plenty of time to plan all aspects of the event.