An event program may consist of many activities that have a defined sequence and duration. If the duration of activities is not well planned or controlled the event program may run overtime. It only requires a number of activities to run 10 minutes behind schedule and the whole day's programme will run an hour overtime. The sequential organisation of activities is such that one activity may not start until the preceding activity has finished. Thus timing errors tend to accumulate throughout the day.
Delays in the running of the event programme cause considerable frustration and, in some cases, expense. The following are examples:
The key factors that influence whether the event programme runs to schedule are:
Factor | Explanation |
Accurate time estimation | There needs to be careful calculation of each activity on the programme. Time should be allowed not only for the activity itself but also time for people to move from one location to another, and time to set up additional equipment if needed. Generally it is prudent to leave a little extra time between activities. |
Training of event staff | All
event staff should receive training and information prior to
the event to enable them to efficiently perform their tasks
and responsibilities. |
Positioning and set-up of equipment | If
it is not possible to set up equipment prior to the event, it
should be stored if possible in close proximity to where it
will be required. In outdoor venues this may necessitate providing
some protection for the equipment against wind, rain and storm.
Event staff need to know how to assemble equipment quickly and
to test it before use. |
Contingency plans | Even the best made plans are unlikely to be complete. There will always be some surprises (contingencies) that have the potential to delay the event programme. Whilst it may not be possible to forecast the nature all problems it is possible to construct a plan for what might happen if and when something goes wrong. Contingency plans should include back up systems. For example, if the public address sound equipment fails to work, there should be a backup sound system that can be hastily assembled. It may not be as good but such a backup system is better than none. Further assistance on contingency plans. |
Troubleshooting | Event staff should be constantly on the look out for any problem that may cause delays to event programme. Troubleshooting should include checking equipment, ensuring people are where they are supposed to be, checking the weather, checking that keys are not lost and checking that safety is not compromised. |
Copyright and Disclaimer | About the author Leo Isaac | Email Webmaster