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diff --git a/blog/how-to-plan-an-event.md b/blog/how-to-plan-an-event.md index bc22b9f..6454c4d 100644 --- a/blog/how-to-plan-an-event.md +++ b/blog/how-to-plan-an-event.md @@ -1,7 +1,7 @@ --- title: "How to Plan a Successful Event" -date: 2021-12-10 -draft: true +date: 2022-01-21 +draft: false --- Note: This is not meant to serve as a definitive "how to plan" guide. This is @@ -24,7 +24,7 @@ service providers. ## TL;DR Write down *everything*. Even if you think it's not important. Make sure that more people than you have access to it. Give as much detail as you can to your -service providers. +service providers. Be prepared for sudden changes on the day of the event ## First Steps: Pre-planning (T-3 months) The absolute first thing you should do is write down what your event will be at @@ -44,7 +44,7 @@ don't know, make sure they know that you'll be changing your answer later on. Pick one or two people to serve as the point(s) of contact with the reservation manager and any service providers. Make sure that all communication flows -through them. I can't tell you how many times I've receive conflicting +through them. I can't tell you how many times I've received conflicting information because the planning team all emailed different documents. It's so much easier to just have one or two people giving the same information. @@ -54,6 +54,7 @@ would go well with it? For each part, figure out: - If it needs any special materials or equipment - If it does, who will be providing it? - Who will be in charge of making sure it happens +- What needs to happen for this to be included Try not to overload yourself or your team with too many separate parts. Try to keep the total number of components to around 2 per planning team member. Any @@ -63,7 +64,7 @@ Your event should have a way for all volunteers to see the status of tasks across the whole event and filter to certain parts. As tasks are completed, the task owner should update the status and close it out. You can use a Trello board, a spreadsheet, or anything else that might help you keep track of -everything. +everything. When I planned my FLL qualifier, myself and the rest of the event team had a Google Sheet that we would use to keep track of everything, with columns for the task, who it was assigned to, and when it was completed. We used the same sheet for every stage of the planning and execution process, with different tabs for "Pre-Event Tasks", "Event Setup", and "Post-Event Tasks". We also tracked the volunteers we had assigned to roles here. This is the proper time to reach out to any service providers you may need. If you need lighting or sound, figure out a good company or other organization that @@ -99,6 +100,9 @@ little bit, gather your planning team again. Go through your lists of roses into a post-mortem and share it with the entire team. Keep it around, so that future teams can have a reference. +This is not at all tailored for a specific kind of event, but it is experience gathered over my time working on both sides of events. + [^1]: WPI Annual VEX Event [^2]: Lens and Lights - a WPI club providing lighting, sound, and projection services to the WPI community + |