Event-Planning Timetable
T
he creation of a detailed timetable is very important to the efficient planning and organizing of the event,
but following that timetable and completing the tasks is absolutely crucial to the success of the event. It is a certainty that many unexpected tasks will pop up in the final days of preparation and on the first day of competition. If there remains a number of timetable items yet to be completed, that’s when the frantic activity begins and delays occur. But if all those tasks have been completed according to plan, then there is time to put out the fires and keep the event running smoothly. The most common bad memory of any competition is that it didn’t start on time. ■ TIMELINE OVER 1 YEAR
❑ Determine interest in doing the event ❑ Locate and confirm a venue ❑ Determine financial feasibility: Budget ❑ Set a date 6-12 MONTHS
❑ Identify jobs to be done ❑ Form an organizing committee ❑ Event schedule ❑ Devise a marketing plan ❑ Finalize venue contract ❑ Secure hotel(s) if needed ❑ Define details for each job ❑ Registration process defined ❑ Website opened ❑ Mailing lists collected 1-6 MONTHS
❑ Tickets printed ❑ Medical plan: ambulance, trainers, physician, hospital
❑ Venue equipment ordered: tents, toilets, ice, copier, phone/DSL lines, radios
❑ Logistics plan (where does the equipment go)
❑ Venue diagram ❑ Competition equipment 14 Sports Planning Guide & Directory
❑ Competition staffing ❑ Athlete beverages ❑ Insurance coverage ❑ Merchandise plan ❑ Sponsorships ❑ Volunteer recruiting ❑ Promotional posters ❑ Event signage ❑ Volunteer T-shirts, polos
❑ Ice order ❑ Logistics form ❑ Petty cash and change funds ❑ Staffing phone card ❑ Pickups and deliveries ❑ Public address script ❑ Sound system check ❑ Tools and supplies ❑ Volunteer list ❑ Directional signage ❑ Hospitality area ❑ Parking lot setup ❑ Radio distribution plan ❑ Reception ❑ Sponsor banners installed ❑ Venue signage ❑ Teardown plan
COMPETITION PHASE 1 MONTH
POST-COMPETITION
❑ Venue meeting & walk-through ❑ Ceremonies ❑ Coaches’ meeting: beverages & packets
❑ Credentials ❑ Directional map ❑ Fruit order
❑ Cash reconciliation ❑ Invoices paid ❑ Equipment return ❑ Financial summary ❑ Coaches thank you & survey ❑ Sponsor thank you ❑ Volunteer thank you ❑ Merchandise inventory
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