How do you define the scope of your live event?

1 What is a live event scope statement?

A live event scope statement is a document that summarizes the key aspects of your event, such as the purpose, objectives, deliverables, stakeholders, budget, timeline, and quality standards. It serves as a reference point for all the decisions and actions that you and your team will take throughout the event planning and execution stages. A well-defined scope statement can help you avoid scope creep, which is when your event expands beyond its original scope due to changes in requirements, expectations, or resources.

2 How to create a live event scope statement?

To create a live event scope statement, you need to gather and analyze relevant information about your event, such as the needs and expectations of your target audience, sponsors, and partners, the market trends and opportunities, the available resources and constraints, and the potential risks and challenges. You can use various tools and techniques, such as brainstorming, surveys, interviews, SWOT analysis, and SMART goals, to collect and organize this data. Then, you need to synthesize and communicate this information in a clear, concise, and consistent way, using a template or a format that suits your event type and size.

3 What are the main elements of a live event scope statement?

A live event scope statement typically consists of the purpose, objectives, deliverables, stakeholders, budget, timeline, and quality standards. The purpose should be in line with your organization's mission and vision. Objectives should be SMART (Specific, Measurable, Achievable, Relevant, and Time-bound). Deliverables should be clearly defined and scoped. Stakeholders should be identified and categorized. The budget should be realistic and detailed. The timeline should also be realistic and monitored. Quality standards should be relevant and measurable. All of these elements are necessary to effectively answer the questions: "Why are we doing this event?", "What are we doing with this event?", "How are we doing this event?", "Who are we doing this event for and with?", "How much will this event cost or make?", "When will this event happen and what are the deadlines?" and "How well are we doing this event?".

4 How to manage the scope of your live event?

Managing the scope of your live event means ensuring that it stays within its defined scope and meets its objectives and quality standards. It also means being prepared to handle any changes or issues that may arise during the event project lifecycle. To do this effectively, you need to communicate the scope of your event clearly and regularly to stakeholders, using various channels and formats. You should also listen to their feedback, concerns, and suggestions, and address them promptly. Additionally, you need to control the scope of your event with a scope management plan, which should include roles and responsibilities, a scope statement, a baseline, a change management process, and verification methods. Lastly, you need to be flexible and responsive when dealing with changes or issues, evaluating their impact and feasibility before deciding how to proceed. When necessary, document and communicate any changes or issues, and update the scope statement accordingly.

5 How to improve your live event scope management skills?

Improving your live event scope management skills can help you plan and deliver more successful and satisfying events, as well as enhance your professional reputation and career prospects. To do this, you can learn from various sources such as books, webinars, and mentors who cover best practices, tools, and techniques. Additionally, you should review and reflect on your past and current events to identify what worked well and what can be improved. Practicing your skills by applying them to your own events or volunteering on other events is also beneficial. Simulations, exercises, or case studies can also be used to test your knowledge and skills in realistic scenarios. Finally, networking with other live event professionals or stakeholders can provide different perspectives and expectations of live events. You can join online or offline events, communities, or groups that focus on live event scope management.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?