Most event planners have a good handle on time - in fact it is very satisfying to lay out the timeline and use the classic working backwards approach to your event. Once the date is set, many actions can be plugged into your timeline. But getting the date set can be more challenging than you anticipated. Some of the issues that can impact your schedule start with finding a date that fits well with your audience and also venue availability. It is important to consider the competing activities for your audience before settling on your date. 

  • is it the right season?
  • are there competing professional events during the same time?
  • is travel more expensive during this time?
  • are there liesure activities such as school breaks, holidays etc. that might interfere with attendance?
  • is there a traditional date/season that this event has run?
  • are there other unique competing factors for your group?

Finding a venue for the date can also be tricky so you want to make sure you have as much flexibilitynwith the date as possible if you are targeting a particular location or venue. Keep in mind, you may get a better rate for off season or low demand dates. I will talk about the RFP process in another future post.

Once the date and site are set then you can put your activities in motion - from marketing campaign to registration and site logistics, there are many moving parts to track and make sure are on schedule. What are some of the possible delays that you can anticipate to stay on your timeline, and what should you do about it?

  • marketing delays - design approval process slowed, printing problems, mailing list errors, etc. 
  • budget cuts - loss of funds for resources
  • staffing changes - retirement, termination, illness
  • venue issues - construction, weather, strikes

Those are just a few broad areas to be aware of and be prepared by adding as much buffer time in your schedule as possible AND being ready with a PLAN B. The best event planners work with trusted partners and vendors who work with you on a regular basis and can help when the going gets tough with resources and flexibility.

TIP of the WEEK: anticipate the unpredictable and be ready with a creative solution

What are some o YOUR examples?