Let’s face it, planning an event can be a real headache. There are a million things to keep track of, and it’s easy to feel overwhelmed. Fortunately, with a few simple scheduling hacks, you can take the stress out of event planning and actually enjoy the process!
First things first — you need a solid event planning schedule. This is your roadmap to success, and it’ll help you:
- Stay on top of all the moving parts and ensure nothing falls through the cracks.
- Keep your team in the loop and make sure everyone’s on the same page.
- Avoid last-minute panic attacks and pull off a flawless event.
But what does a great event planning schedule include?
In this article, we’ll spill the beans and give you a step-by-step guide to creating a schedule that actually works. Plus, we’ll introduce you to a nifty tool — The Events Calendar — that will make your life a whole lot easier.
Step-by-step guide to creating your event schedule
Here’s an overview of the key considerations and steps in creating a comprehensive event schedule.
Long-term planning (6–12 months out)
The first step in creating a successful event planning schedule is to start well in advance, typically 6–12 months before your event. This phase is crucial for setting the foundation for your event and ensuring you have enough time to secure key elements such as your venue, speakers, and vendors.
1. Establish event goals
Determine what you want to achieve from the event. This could be generating revenue, raising awareness for a cause, or providing education and networking opportunities for attendees.
Set SMART (Specific, Measurable, Achievable, Relevant, and Time-bound) goals and Key Performance Indicators (KPIs) to help guide your decision-making throughout the planning process.
For instance, these could be ticket sales, attendance numbers, revenue generated, or survey results measuring attendee satisfaction.
2. Assign roles and responsibilities
Identify your event team members and assign roles based on their skills and expertise. This may include positions for an event coordinator, marketing manager, volunteer coordinator, or sponsorship lead.
Identify any gaps in your team that need to be filled by external vendors, such as event planners, graphic designers, or Audio-Visual (AV) technicians.
Establish clear lines of communication and maintain ongoing contact with your team throughout the planning process to ensure everyone stays on track and informed.
3. Choose a venue
If you’re not using your own venue, research and select one that meets your event requirements. Consider capacity, location, accessibility, amenities, and overall ambiance.
Be aware of any additional requirements or restrictions associated with the venue, such as insurance, equipment rental, liquor licenses, or preferred vendors.
Book your venue well in advance to secure your desired date and avoid conflicts with other events.
4. Identify speakers/entertainment
Based on your goals and target audience, determine the type of presenters, entertainers, or speakers needed for your event.
Research potential candidates and reach out to check their availability and fees. Be sure to communicate your event goals, target audience, and specific requirements or expectations. Consider having backup options in case your first choice is unavailable or falls through.
5. Research vendors
Identify the external vendors and suppliers needed for your event, such as catering, audio-visual equipment, decorations, or transportation.
Research potential vendors and request quotes to compare prices and services. Read reviews and ask for references to ensure you’re working with reputable and reliable companies.
You can also consider negotiating prices or package deals to get the best value for your budget.
6. Determine the budget
Establish cost estimates for all aspects of your event, including venue rental, vendors, supplies, insurance, marketing, and any other expenses.
Develop an initial budget based on these estimates and your available funds. Be sure to include a contingency fund for unexpected costs or last-minute changes.
Look for ways to reduce costs or generate additional revenue, such as securing sponsorship, offering early bird discounts, or partnering with other organizations.
7. Set the date
When selecting a date, consider factors such as holidays, competing events, and target audience availability. Confirm everything with your venue, speakers, vendors, and other key stakeholders before finalizing your event date. Once your date is set, communicate it to all involved parties and start promoting your event.
8. Plan event marketing and promotion
“Effective event promotion is about creating a narrative that captivates your audience from the moment they hear about your event until the day it happens. Start early, and tell your story well.”
Jaime Marchwinski | Product Marketing Manager at The Events Calendar
Set up an event website or dedicated page on your existing site to provide information and updates about your event. Start designing promotional materials such as logos, flyers, and social media graphics. Consider hiring a professional designer to ensure a polished and cohesive look.
Develop a marketing plan that includes email campaigns, social media promotions, press releases, and other tactics to reach your target audience. Consider securing event sponsors to help offset costs and expand your reach. You can also offer tiered sponsorship packages with various benefits and recognition levels. Refer to our guide to event promotion for more ideas and strategies.
Tackle these long-term planning tasks well in advance and stay organized throughout the process to set yourself up for a smooth and successful event. Remember to stay flexible and adapt as needed, and don’t hesitate to seek help or advice from experienced event planners or resources like The Events Calendar!
Medium-term planning (3–6 months out)
As your event date draws closer, it’s time to shift your focus to the medium-term planning tasks. This phase typically takes place 3–6 months before your event and involves finalizing key details and ensuring everything is on track.
1. Set up ticketing and registration
About three to six months before the event is the right time to begin selling tickets and accepting signups. This ensures that you have sufficient time to promote the event but not so much that people will forget about it altogether!
Consider using a tool like Event Tickets by The Events Calendar to streamline the process, as it allows you to sell tickets and accept RSVPs directly on your WordPress website.
2. Finalize the event structure
Develop a detailed schedule and agenda for the day, including breakout sessions, networking opportunities, and other activities that will take place during the course of the event. Consider the logistics required for each aspect of the event, such as audio-visual equipment, seating arrangements, catering needs, and more.
3. Check compliance
Ensure all necessary permits, licenses, and insurance, such as event permits, liquor licenses, liability insurance, etc., are in place for your event.
4. Finalize necessary design items
Approve final designs for invitations, programs, physical tickets, signage, etc. Place orders as early as possible to have plenty of time in hand for printing and delivery.
5. Make a supplies list and place orders
Compile a list of items needed for the event beyond what vendors and the venue will provide, such as name tags, decorations, promotional items, and more. Start placing orders based on event signups to avoid overspending or running short of merchandise.
6. Create a contingency plan
No matter how well you plan ahead, there will always be some hiccups during an event. Your best bet is to anticipate everything that can go wrong and prepare contingency plans for all those scenarios. Problem with the venue’s audio? Line up backup speakers. Technical trouble while prepping for your main act? Have alternative entertainment options to stall the crowd.
Make sure you also check with vendors about their contingency plans. And if you are the kind of person who needs backup plans for backup plans, you can also create alternative arrangements for catering and transportation, so nothing in your event goes amiss.
Stay organized and proactive during the medium-term planning phase so you’ll be well-positioned to handle any challenges and ensure a smooth and successful event. Remember to communicate regularly with your team and partners, ask for help or advice if needed, and stay flexible in the face of unexpected situations.
Short-term planning (1–3 months out)
As your event draws near, it’s time to focus on the final details and preparations. In the short-term planning phase, you will be optimizing your schedule, finalizing arrangements with partners, and ramping up your publicity efforts.
1. Optimize the event schedule
Finalize the day’s plan and make any necessary adjustments to the schedule. Build in contingency time for potential delays or changes on the day. Ensure that the schedule allows for smooth transitions between activities.
2. Finalize details with entertainment/speakers
Confirm final details with speakers, entertainers, vendors, and other partners. Discuss and finalize their specific requirements and expectations and ensure that all contracts are signed and in place. Manage any necessary transportation and accommodation arrangements for participants.
3. Send invitations or event reminders
Depending on the type of event, send out invitations to prospective guests with all relevant event details, such as date, time, location, and dress code. For events with existing RSVPs, send follow-up messages to remind attendees of the upcoming event and provide any additional information or updates that may be helpful. The Events Calendar’s Promoter add-on is ideal for scheduling and sending email marketing communications to attendees.
4. Step up your publicity efforts
Ramp up your marketing efforts to generate buzz and increase attendance. Use social media platforms to promote your event and engage with your target audience. Create event-specific hashtags and encourage attendees to share their excitement.
Send targeted email campaigns to your mailing list, highlighting key features and benefits of attending. Use multiple marketing channels, such as paid advertising or media partnerships.
Immediate-term planning (1 day–1 week out)
As the event day approaches, it’s crucial to focus on the final preparations and ensure that all participants are well-informed and ready to contribute to the event’s success. This involves the following:
1. Brief all participants about roles, responsibilities, and timelines
Ensure that all parties involved in the event are clear on their specific roles and responsibilities. Provide final details and timelines for the day of the event. Communicate any last-minute changes or updates to the schedule or logistics.
2. Provide final registration numbers to vendors
Inform vendors of the final number of guests attending the event and ensure that they are prepared to accommodate the expected number of attendees. Confirm any last-minute adjustments to orders or services based on the final count.
3. Prepare the venue for the event
Begin setting up the venue as early as possible to ensure everything is ready for the event day. Coordinate with the venue staff to arrange furniture, decorations, and other necessary elements. If the venue is in high demand, preparation may need to take place on the day of the event itself.
4. Check your tech setup
Test all technology and equipment that will be used during the event. Conduct sound checks for performers and speakers and ensure that audio-visual equipment, such as projectors and microphones, are functioning properly. Troubleshoot any technical issues and have backup plans in place.
5. Do an event walkthrough
Once the venue is fully set up, conduct a thorough walkthrough of the event space. Identify any potential issues or areas that need additional attention. Make necessary adjustments to the layout, signage, or other elements to ensure a smooth flow.
On the day
The day of the event is when all your hard work and planning come together. It’s essential to be well-prepared, organized, and ready to handle any last-minute challenges that may arise.
As our Director of Customer Success and Support and event veteran Jennifer Theodore puts it,
“I’ve talked to hundreds of people about troubleshooting issues on D-day. If I’ve learned one thing from these conversations, it’s this — when the big day arrives, it’s all about keeping your cool and rolling with the punches. Make sure your team is ready to tackle any issues, have your backup plans in place, and focus on making the event great for everyone.”
Jennifer Theodore | Director of Customer Success and Support at The Events Calendar
1. Arrive early to oversee setup and address any issues
Allow plenty of time to carry out the final event setup and make any necessary adjustments. Address any last-minute issues or concerns promptly to ensure a smooth start to the event.
2. Do a final walkthrough
Conduct a thorough walkthrough of the event space to ensure everything is set up correctly. Double-check that all technology, equipment, and amenities are functioning as intended. Make any final adjustments to the layout, signage, or other elements to optimize the event flow.
3. Coordinate your event according to the established timeline
Nobody likes an event that doesn’t start on time or has lengthy delays. Ensure that yours stays on schedule throughout the day. Keep track of time and communicate with your team to ensure that all activities and transitions occur as planned.
4. Communicate with your team to ensure roles and responsibilities are carried out
Maintain regular communication with your event team to keep everyone informed and on track. Ensure that all team members are fulfilling their assigned roles and responsibilities. Provide support, guidance, and troubleshooting as needed to keep the event running smoothly.
5. Check in with vendors as needed
Have your team available to assist vendors, speakers, entertainers, or other partners with any issues. Regularly check in with vendors to ensure they have everything they need and are providing services as expected.
After the event
Once your event has concluded, it’s important to take the time to evaluate its success, gather feedback, and analyze data to inform future planning efforts. This post-event phase is crucial for identifying areas of improvement, strengthening relationships with partners, and setting the stage for even more successful events in the future.
1. Evaluate the success of your event and identify areas for improvement
Measure the success of your event against the SMART goals and KPIs established during the planning phase. Identify areas where the event exceeded expectations and areas that need improvement.
2. Collect feedback from attendees, vendors, and partners
Send a feedback survey to attendees to gather insights on their experience and suggestions for improvement. Ask vendors and partners for their feedback on the event organization as well, and discuss how the process could be improved for future events. You can use this feedback to inform future planning and decision-making.
3. Review the event spend against the budget
Evaluate the financial data from your event, comparing predicted vs. actual costs. Analyze profit/loss margins and identify areas where costs could be optimized for future events.
4. Follow up with vendors, partners, and speakers to thank them and establish an ongoing relationship
Send thank-you messages to vendors, partners, and speakers, expressing your appreciation for their contributions to the event’s success. Identify vendors and partners that impressed you and work to build stronger relationships with them for future events.
5. Analyze event data for future planning
Review demographic information about your attendees to understand your target audience better. Analyze the relationship between your marketing efforts and ticket sales to identify the most effective promotional channels. Use this data to inform future event planning, marketing strategies, and budgeting decisions.
6. Share the results of your post-event analysis with the event management team
Celebrate your event’s successes and acknowledge team members’ hard work. Identify areas for improvement and discuss strategies for addressing them in future events.
Tips for optimizing your event planning timeline
Creating an effective event planning timeline is essential for ensuring your event is a success. Here are some practical tips to help you optimize your event planning process and make the most of your time:
- Communicate consistently with your event management team. Schedule regular check-ins and updates to ensure that everyone is aligned on the event vision, goals, and responsibilities. This will help you identify potential issues early on and make necessary adjustments to keep your event on track.
- Establish anchor points, i.e., non-negotiable times by which specific actions must be completed. The most common examples of anchor points are payment deadlines for the venue, vendors, or other partners. If these deadlines aren’t accounted for and get missed, it could throw the entire event into jeopardy.
- Add buffer time to your planning schedule. This extra time will allow you to adapt to extended vendor timelines or other circumstances without derailing your entire event.
- Leverage event management tools like The Events Calendar to streamline your planning process. These tools can help you keep track of important dates, communicate with your team, and manage registrations and ticketing. Plus, centralizing your event information and tasks in one place can help you save time and reduce the risk of important details falling through the cracks.
- Regularly review and adjust your timeline as the event progresses. This will allow you to adapt to any changes and communicate them to your team and stakeholders.
Take it from the pros — the most important thing is to stay flexible, communicate clearly, and use the tools and resources available to make your event planning as smooth as silk.
Master your event schedule with The Events Calendar
Creating and managing a successful event schedule can be a daunting task, but with the right tools and resources, it doesn’t have to be. The Events Calendar is the perfect partner for planning and managing your events, offering a comprehensive suite of free and premium plugins that cover all aspects of event management.
With The Events Calendar, you can:
- Easily create, customize, and share events in an intuitive calendar view on your WordPress website.
- Use the user-friendly interface to add event details, set recurring events, and categorize your events for easy navigation.
- Integrate with Google Maps to display event locations and provide directions for your attendees.
With the Event Tickets plugin, you can sell tickets directly on your website, set up custom registration forms, and manage attendee information. You can also send customized notifications to your attendees, keeping them informed and engaged throughout the event planning process.
Promoting your events is another key aspect of successful event management, and we’ve got you covered there too. With the Promoter plugin, you can easily engage your community with regular, automated, and personalized email notifications. You can create targeted email campaigns based on attendee preferences, send reminders leading up to the event, and follow up with post-event surveys and thank-you messages.
The California Bluegrass Association (CBA) has the right idea – they use The Events Calendar to showcase a wide range of traditional musical events and performances across the state and beyond. By using the calendar view, custom event fields, and email notifications, the CBA has been able to keep its community informed and engaged, resulting in increased attendance and participation!
Take your next step in event planning mastery
As we’ve seen, there are many factors to consider when planning an event, from setting clear goals and assigning roles to selecting vendors and event promotions. However, even with a well-crafted plan in place, you’ll still need the right tools to help you create, manage, and promote your events effectively. This is where The Events Calendar comes in, offering a powerful suite of plugins that streamline every aspect of event management.
Whether you’re a seasoned event planner or just getting started, The Events Calendar provides the flexibility and functionality you need to take your events to the next level. So why not take your next step in mastering event planning today?
Unlock the full potential of your events and create meaningful experiences that resonate with your audience. Take control of your event schedule like never before by getting started with The Events Calendar!
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