The use of a timeline for overall event management, or a run of show (abbreviated ROS, which is specific to stage management during your event) falls into the category of so simple, it's easy to neglect.
There are multiple reasons to use a timeline:
Keeps the entire event team, including vendors, on track and is a useful visual
One place to keep notes, especially random ones that are specific to detailed moments during your event
Shows progress and reveals areas that require additional attention
Streamlines workflow for annual or repeated events
Creates a detailed document of the event workflow and ownership
Google "event timeline" and you'll get hundreds of hits. Everyone has their own way and categories they track. My first boss in the industry tasked me with managing the timeline and the practice has been instilled in me since then, along with creating a way that works best for me. If you don't want to create one, there are loads of options/programs including, Asana, SmartSheet and Excel. No matter which program you use, set it up by functional area. Doing it this way streamlines your workflow as you've already identified your functional areas when you set up the budget.
First, clearly title your document so that the entire team knows this is the Master timeline. You are the owner, and while others might collaborate, it is your responsibility to ensure they either give you the information you require to build out the timeline or you give them access. Pro-tip: If using Excel, send each functional area lead a blank timeline template and include date as the first column. This allows you to copy and paste each functional area into the Master timeline and sort by date, without giving editing access.
At the top of the Master timeline include the following:
Event Name / Branding image
Event Date
Event Location with address
Any "at a glance" information (COVID19 protocol, number of guests, permit link, etc.)
Functional Leads Names and Phone Numbers
Pro-tip: Organize this by Role. If you're working with a temporary staff, you won't necessarily remember their name, but you will know what job you're looking for (i.e., Transportation Coordinator).
Client Names and Phone Numbers
Vendors Names and Phone Numbers
The timeline portion should have:
Date
Time
Functional Area
Action/Task
Details
Responsible Party
Completion (this can be Yes/No/Pending or the date)
Notes 1
Notes 2
Lessons Learned (especially if the event is annual, or to be used in your client summary)
My preferred set up is in Excel finding it helpful to filter and organize as needed. You may not need every column listed above for every event. Use this as a starting point and individualize your timeline to what you need.
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