How to Create a Schedule When Planning an Event

| November 2, 2012

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The secret to any successful event is a plan. Ensure that all runs smoothly at your next event by learning how to create an event schedule.

Follow these steps to scheduling when planning your next event.

  1. List all activities to occur during the event, making sure to include every detail. Spending some time on this task is important so that you don’t forget any items. If you are working with a team, have each member make suggestions about what should be included in the event.
  2. Estimate the time you expect each of the activities will take during the event, allowing for a five to 10 percent leeway for each item. Overestimating is better than underestimating the necessary time. Guests aren’t likely to protest if the event runs under time, but they may be put out if things take longer than expected.
  3. Order the activities chronologically. Figure out which events should come first, second, third, etc. Generally, you’ll want to start most events with some gathering time and then segue into a welcome and introductions of those individuals who will be hosting the event, as well as a brief overview of the day’s events.
  4. If there will be a meal at the event, pay careful attention to what occurs before and after dining. Carefully consider the estimated times for activities when planning around meals, keeping in mind that you probably want to situate the meal one-quarter to halfway through the event. Eating too early leaves a large portion of the event to follow the meal and attention spans may wander, and waiting too long to eat creates hungry and impatient guests.
  5. When listing the activities to occur at your event, somehow differentiate the various tasks according to who will accomplish them. For instance, bold those activities in which you’ll speak and italicize the various areas to be covered by guest speakers. Carry this differentiation to the actual printed event schedule, which will make it easier for guests to follow what will occur.
  6. Print up the schedule for those who need to know the time line. As for wedding guests, a wedding program will give them a rundown of the ceremony. If you think it would be helpful, you can also post a chalkboard or something similar to inform them of key reception events, such as when cocktail hour will be, when to expect the cake cuttinge and more.

Learning how to create an event schedule helps you ensure that your next event runs smoothly and that every guest leaves satisfied.

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Category: Events, Evergreen

About the Author ()

Julie Bawden-Davis is a Southern-California-based writer specializing in home and garden, real estate, small business and personal finance. Since 1985, her work has appeared in a wide variety of publications, including Family Circle, Ladies’ Home Journal, Better Homes & Gardens, Entrepreneur and The Los Angeles Times. Julie is a University of California Certified Master Gardener and has written five gardening books, including Reader’s Digest Flower Gardening.