Making Time—A Quick Guide for Mapping Out an Event

By Jon’ll Boyd, Completely Yours Events, Alexandria, Va.Every event is different—whether it is a wedding, conference, dinner, baby shower, or birthday. Each is unique, and each has its own moving parts. That’s why it’s essential that each part is given a designated assignment, each assignment is given a designated time, and each assignment is executed at the designated time.Events cannot be done effectively without a timeline. It’s not possible. You cannot “just wing it.” (If you happen to be a successful planner who is “just winging it,” kudos to you, my friend, the rest of us are only human). Creating a timeline is critical to an event’s success. Here are a few tips on how to successfully craft a timeline that will not only make the most of your clients’ time but will serve also as the ideal way to structure and execute any event.Be sure you have everyone’s contact information and that it is on the timeline. “Everyone” means everyone—from the happy couple to the caterer, photographer, officiant, and everyone involved in the day’s events. This is crucial for several reasons. Most likely, as a planner, you aren’t the only party involved with putting on the show. You need to ensure that you are able to reach anyone at anytime during the event. This allows you to be certain the scheduled events can happen at the time you have scheduled them. So, if you schedule the DJ to show up at 1 p.m., and it’s 1:27 p.m., rather than scramble through past emails or phone contacts, you should be able to quickly reference your timeline for his or her contact information. Client priorities get the most time in the schedule. This is a tricky one. Let’s say you’re doing a wedding, and your couple emphasizes (several times) how important it is that they get enough time to party at the end of the night. Construct the timeline in a way that, no matter what happens, dancing takes up a large amount of time, so that even if you fall a bit behind, there is enough room in the schedule to fulfill their wishes.Add fillers. Though you may not want fillers in your food, fillers in your timeline are not bad for you, nor are they mistakes—they are lifesavers. If you have an extra five minutes laying around, leave it. That gap could be the difference between falling behind 10 minutes and falling behind 15 minutes. If your client ever brings up the gaps, reassure him or her that the time is only a buffer, and will be used if necessary. Otherwise, it is extra time to put into what matters most.Remember, every little detail matters. Does your client need to change? Do you need a two-minute break between speakers? Do you need time to flip the room? Do candles need to be lit? Are there speeches by several different people? No matter how big or how small, every single detail needs a time. If you believe it will only take two minutes, then from 2:15 p.m. to 2:17 p.m., it needs to be on your timeline. This is for your benefit. It almost guarantees that no detail is missed.Multiple eyes tell no lies. Be sure that everyone involved with the event sees the timeline ahead of time. This way, all aspects are covered. Everyone, of course, will focus more on what involves them. If you request that everyone confirm they have seen the timeline, you will either receive confirmations or comments. In any case, you have now had several eyes check your timeline for errors. Be sure your client, especially, sees the timeline, as it impacts them the most. The more eyes, the better the prize.And there you have it. Five tips on not only crafting but solidifying what is essentially a manuscript for each event. The timeline is what can make or break any event. If you scheduled each and every meticulous moment, every event you plan becomes seamless to those looking in from the outside. And as far as the insiders, well, with a spiffy looking timeline, everything will be seamless. ••