Working backwards from the date.
WHAT TO ESTABLISH FIRST
What the event is for Who is attending, and how many The budget The date and duration The location
WHY PURPOSE FIRST
Every decision follows from it, and events without a clear purpose satisfy nobody.
WHAT TO BUILD
A timeline working backwards from the event date.
WHAT TO PLACE ON IT
Venue confirmation Supplier bookings Deposits and payments Design approvals Printing deadlines Invitations and responses Final numbers to caterers Technical rehearsal Setup The event Breakdown and return
WHY BACKWARDS
It reveals which decisions must be made when.
WHAT TO IDENTIFY
Deadlines that cannot move: printing, catering numbers, venue payment.
WHY
They are where plans fail.
WHAT TO ESTABLISH
Who decides what, and by when.
WHY
Client indecision is the commonest cause of event problems.
WHAT TO BUILD IN
Contingency time before the event.
WHY
Setup always takes longer than planned.
WHAT TO PRODUCE
A written plan the client approves.
WHAT IT SHOULD CONTAIN
What is being delivered By whom The schedule The budget What the client must provide
WHAT TO CIRCULATE
A running order, to everyone involved.
