What's the best way to create an event project plan?

The main objective that was set during the conceptualization of the event project should not be susceptible to change. As this directs our scope, timeline, budget - the roadmap to our planning and delivery. What we can allow to change until a certain point of time are the deliverables that come with the scope.

Defining your objectives can be one of the hardest, but most important parts of your event plan. A lot of organizations struggle with this, so, you are not alone. In fact, if this doesn't seem hard to define, you aren't doing it right ;) Especially when it comes to marketing and internal events, having clear objectives that effect the business' mission and goals can create a very valuable investment in your organization. Events, as a channel for marketing and team management, are a long term investment. Think about: 1) Employee Retention 2) Market Position 3) YoY Sales Growth 4) Efficiency Rates 5) Culture Building Having a long view will start to show trends that you can action throughout your year for better results.

In certain circumstances, project objectives might change continuly and constantly. In this case, a change control board or steering committee will come handy and necessory. There is a perfect example. When I still work for Calgary School Board, I participated a new high school project. Our steering committee received over 500 change requests and issued 200+ change orders. Including new pour-on-site rubber basketball ground, new roof top solar PV pannels, new EV charging stations, and etc. With out steering committee, our project will be signaficantly over budget or turn into a gong show.

In event project planning, another way to define SMART objectives as per our organization can be: 1) S - Scope of work in detail 2) M - Members of team to deliver 3) A - Alignment of all stakeholders 4) R - Risk management identification to mitigate in timely manner 5) T - Timely planning, budget approvals, on-boarding vendors, implementation and post-event report

We have multiple stakeholder groups involved in our flagship conference. It is important to define a scope from the start. Otherwise it will shift and impact other aspects of planning making the whole project unmanageable. Having the delivery plan and sticking to it is very important. Of course, there needs to be a degree of flexibility.

We always create event scope by keeping below things in mind: 1) Specify events type and format like sports events, corporate events, entertainment event and if it is small scale or large scale to help in planning 2) Defining purpose and objectives 3) Set boundaries and constraint on budget, timelines and legal (if any) 4) Brainstorming on event theme, branding & venue 5) Identify detailed event components to include in budget sheet 6) Provide a production timeline 7) Identification of attendees, artists. client, customers, vendors 8) Risk assessment & mitigation ideas 9) Communication & reporting regularly 10) Budget Approval process

I create a minimum of 3 budget scenarios based on different attendance levels, different sponsorship or funding levels, and options to enhance or downgrade certain expenses. This provides a nice overview of how the bottom line could vary widely depending on some unknowns or things that may be outside of the host's control. This helps to manage expectations and keep everyone involved in planning the event wise to how things may evolve budget-wise as the event plan unfolds.

Monitor your budget throughout the planning process. Consistently update it with projected/actual costs. Make sure to include indirect costs including staff time.

Our Conference planning cycle is one year. Two years or more prior to the Conference we already know dates and location of the subsequent edition of the Conference. Our event timelines are stipulated in a delivery plan. They include tasks, milestones and owners for each task. I cannot imagine running a successful event without it. The delivery plan is reviewed with a Conference organising Committee and progress reported on a regular basis. Any delays to the project are flagged and escalated.

Each year we work with a different Conference Committee. We support the Conference Chairs by advising them on the roles (including tasks) required on the Committee to deliver a successful Conference. Typical roles on our Committee include - Sponsorships Chairs, Chairs responsible for local volunteer recruitment, Publicity Chairs, Local Arrangements Chairs, Track Chairs, etc. We also have a clearly defined escalation process.

Some of the other points to consider while preparing event project plan are: 1) Weather (while considering event dates) 2) Venue (type), facilities & availability 3) Artist/Speakers/Athletes/Trainers/Team members/Vendors availability for the event 4) Logistics for event (if it is multi-city or multi-country project) 5) Strong Health & Safety team 6) Escalation of red flags on time and alternative options pre-planned as much as possible