Making Time for the Event Planning Timeline

In the immortal words of the late, great David Bowie, time may change me, but I can’t change time. We can’t change time, or give ourselves more of it, but what we can do is make the absolute best use of the time that we have, be it in life in general, during a vacation, or in the months/weeks leading up to an event.

As an event planner, I don’t think there is any tool more indispensable in helping to track time than the event planning timeline. I truly believe the event planning timelines are the heart of our Master Event Plans.

The event planning timeline is quite a simple document, with columns listing the date (and sometimes the time), the action that needs to happen on that date, the person responsible, and a column for checking when that action has been completed, through the day-of event timeline. This checklist ensures that nothing falls through the cracks. It is a roadmap of accountability and responsibility.

Event Planning Timeline Example

Event Planning Timeline Events with Ginger & Co.Whenever Events with Ginger & Co. comes on board to help with an event, the event planning timeline is the first document that is started. It is a dynamic document, constantly being tweaked, updated, and added to as we move along the event planning process. We use placeholder dates for important events that we know will happen during planning, and we adjust it or make it more specific as needs dictate.

The event planning timeline also contains the run-of-show for event day, where every single action that has to happen to produce a stellar event is listed, sometimes on a minute-by-minute basis.

I have seen what happens when there is no event timeline – everyone talks about what needs to be done, but no one actually DOES any of those things!  Brainstorming and discussions are wonderful, but only if they result in tasks being accomplished.

The event planning timeline is the ultimate to-do list and no event should be planned without one!

About Amy Ferrone

Amy Ferrone brought her communication and organizational skills to the event planning firm Events with Ginger & Co. in 2011. Now Associate Event and Office Manager, she has been the lead event planner on events for Autism Speaks, the Leukemia & Lymphoma Society and the Foundation Fighting Blindness, among others. She is also on-site at virtually every event at which the events company works.Prior to her time as a full-time mom to Mac, Owen and Sean, Amy worked on Wall Street, last at AIG Global Investment Group as an Operations Manager and Consultant. Amy is active in her sons' schools as Treasurer of the PTA and helping plan and run events throughout the year. Amy graduated from the College of the Holy Cross with a degree in Chemistry. She lives in Scotch Plains, NJ with her husband and boys.

Leave a Reply

Your email address will not be published. Required fields are marked *