And there’s always the risk that you or team members may make changes to an old version or lose track of the current version.ĭue to the limitations of event schedule spreadsheets, many event professionals are now using online event schedule makers or software to manage their event timelines. It’s very difficult to make bulk changes to spreadsheets when you need to add an new item and adjust all the times for subsequent items.
And although spreadsheets do offer a nice, tidy way to organize rows of itinerary items with details, they have several significant limitations.įor example, spreadsheets don’t do very well when it comes to integrating with calendars (for easily selecting dates or ordering items automatically by date/time) or with email programs (for setting up notifications). In the past, event organizers relied on event timeline templates in MS Excel or Word as their go-to event scheduling tool of choice. So what are the keys to building a great event itinerary? Here are a few key tips from event insiders. Not only will building an event schedule help ensure continuity, but it also helps you and your team make better decisions on event day because it provides a clear map of the flow and focus of your event and eliminates any confusion as to what is supposed to be happening at any given moment.
And the best way to ensure that your event stays on schedule and that all team members - from co-workers, caterers, vendors and security to volunteers, speakers and entertainers - know their roles and cues is to create a detailed event schedule long ahead of time.Įvent schedules can go by many names - event agenda, event itinerary, event timeline and event run sheet are just a few - but they all essentially accomplish an identical goal: to clearly delineate when things are supposed to occur at your event, where they will occur and who is responsible for their execution. As an event organizer, how your event flows and whether your event staff follow through on their responsibilities in a timely fashion ultimately falls in your lap. When it comes to event management and planning, one of the biggest factors in whether your event runs smoothly is time management.
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