When hosting a corporate event, there will be lots of different elements you need to programme into the schedule. A well-organised event will have a schedule that informs everyone of the times when things are happening so they can be in the right place. It also helps guests know what to expect before they arrive at the event venue. This article has some tips that can help you if you’re creating an event schedule.
There will be certain things in your event schedule that are set in stone and times that you’ll need to work around. It makes sense to plot these things on your schedule first, perhaps using a different colour to indicate that they can’t be moved around. This could be things like the keynote speaker time or the time that the venue opens and closes. If you have a separate space for dining, you might also have a specific time when your event attendees will be able to access this space. Once all of the non-flexible event times are on the schedule, you can begin plotting everything else around these.
Don’t expect all of your guests to arrive right on time and then attend the first conference at the same time. There should be spaces between talks or sessions on your schedule to allow things to overrun and give guests time to get to the next room or take a trip to the toilet. When things are too tightly packed, it might become frustrating for the people attending your event or the speakers you’ve arranged. Being told you need to come off the stage as another session is about to start isn’t the impression you want to give to someone you’ve hired as part of your event. Buffer times of 10 to 15 minutes give everyone some breathing room and flexibility, it will also reduce your level of stress during the event.
When too many people get involved in an event, it can lead to delays and confusion; however, that being said, it's also good to collaborate and get the views of others helping to run the event. They might have different insights that can help you perfect the schedule. An easy way to do this is to create a draft of your schedule and then send it around or share it in a meeting to make sure everyone is happy, leave room for comments and make sure you have time to adjust if there are any issues. Work with your event's destination management company in Malta or another location; they will help you with the schedule and provide a base timing plan that you can share with your colleagues before it is final. Anyone involved in the event should have a say in the schedule as it may impact their plans.
Once everyone involved in the event, including any speakers, the venue, catering and the organisers, are happy with the schedule, you should share it with your guests. Make sure you do this ahead of time so they can make the necessary travel arrangements. Many event organisers will share a basic view of the schedule when taking bookings or inviting people to the event. This will include the start and finish times as an absolute basic; anything else that’s set in stone can also be added here, along with the event venue. This information can help some guests decide whether to attend.
Scheduling an event can be complex, especially if many people are involved who all need to agree on the timings. Some larger events also like to get the attendees involved with the scheduling, so they don’t miss out on elements that overlap. This is a great way to help guests get the most out of the event. To do this, you can use a programming tool to ensure that most people attend most of the events that interest them or are important for their job role. Wherever possible, try not to change the event schedule after it has been finalised and sent to those attending; if this does need to happen, make sure you communicate the changes clearly and as early as possible.