Creating a detailed timeline for an event is one of the most important tasks of conference organization. A timeline helps you plan, manage, and execute all the aspects of your event, from budgeting and marketing to logistics and evaluation. In this article, we will show you how to create a detailed timeline for an event using some simple steps and tools.
The first step of creating a detailed timeline for an event is to define your event goals and scope. What are you trying to achieve with your event? Who is your target audience? What is the format, theme, and duration of your event? How many attendees, speakers, sponsors, and partners do you expect? Answering these questions will help you set the direction and boundaries of your event planning.
The best way to start is to understand the venue layout and the progression of your attendees at the event. From the moment they arrive, where are they going? What's the first thing they'll do and where? Where do you NEED them to be? Understanding your attendees movements will help you better define how to achieve your goals. If you're trying to create a good networking experience then don't put a breakfast somewhere else away from that space during that time. Sounds simple, but those conflicts do happen. Then, from the attendee perspective, what are they seeing? Hearing? How many people are on stage? Virtual attendees and what's their experience? Imagining these scenarios will help you create a more accurate run of show and schedule.
The next step of creating a detailed timeline for an event is to break down your event into tasks and milestones. Tasks are the specific actions that you need to do to prepare and run your event, such as booking a venue, designing a program, hiring a caterer, etc. Milestones are the key dates or deliverables that mark the progress or completion of your event, such as securing a keynote speaker, launching a registration website, sending out invitations, etc. You can use a spreadsheet, a project management software, or a timeline template to list and organize your tasks and milestones.
The most important way to get a precise schedule for an event (in our case, conferences) is to break down your event into ever-smaller sections. Work from big to small. For example, break down into days, half-days, sessions, hours, and do not forget to allow (even a little) time between events. Place the immovable events first, and then work around them. Lastly, be flexible with inflexibility - sometimes speakers will not be available for certain days/times, and occasionally their flight will force you to place them in a particular spot. My best advice: remember that something will go wrong - accept it and keep moving forward, being as transparent and helpful as possible with your speakers and audience.
The third step of creating a detailed timeline for an event is to assign roles and responsibilities. You need to identify who is in charge of each task and milestone, and what are their expectations and deadlines. You also need to communicate clearly and regularly with your team members, collaborators, and stakeholders to ensure that everyone is on the same page and working towards the same goals. You can use a RACI matrix, a Gantt chart, or a communication plan to assign and track roles and responsibilities.
The fourth step of creating a detailed timeline for an event is to estimate time and resources. You need to estimate how long each task and milestone will take, and what resources you need to complete them, such as money, staff, equipment, materials, etc. You also need to factor in some contingency time and budget for unexpected delays or changes. You can use a work breakdown structure, a budget template, or a risk assessment to estimate time and resources.
The fifth step of creating a detailed timeline for an event is to review and adjust your timeline. You need to check if your timeline is realistic, feasible, and aligned with your event goals and scope. You also need to monitor your timeline regularly and update it as needed based on feedback, data, or changes in circumstances. You can use a dashboard, a checklist, or a feedback form to review and adjust your timeline.
Event timelines can be thought of a living, breathing item, to which it requires constant check-ups & assessments to whatever the needs are. With this mindset, it allows you to utilize the timeline and understand that it has wiggle room whenever addition time, people, resources, etc. are required. There’s been a number of instances in which I remind my project teams that the event timeline is our playbook, but if my team needs more time on completing said task, that’s not a problem & we can discuss what their needs are to succeeding.
I’ve learned through the years that your timeline is a great resource but it has to be used as that… a resource. If you try and make everything fit into the timeline you will be setting yourself up for a lot of heartache and unnecessary stress. It has to be flexible and able to move with the adjustments that occur.
The final step of creating a detailed timeline for an event is to follow up and evaluate your timeline. You need to measure the results and outcomes of your event against your timeline and your event goals and scope. You also need to collect and analyze feedback from your team members, collaborators, stakeholders, and attendees to identify what worked well and what can be improved for future events. You can use a survey, a report, or a debrief session to follow up and evaluate your timeline.
When planning a major outdoor event, I always create a task list and bump in/out schedule first. It’s important to delegate to your 2IC where you can and having regular WIPs with your team will keep you on track. Confirm your big suppliers like logistics and equipment early so that you aren’t chasing your tail.