Events · 12 recordsPlan an event

Any event above a certain size is the same shape: a few decisions everything else depends on, then a long tail of details, then a running order for the day itself. The running order is the part that gets skipped and the part that decides how it feels.

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Goal

An event that runs without me firefighting Month 3

Decided early, with a running order for the day itself.

The three decisions Week 4

Date, venue, numbers. Everything else depends on all three.

  • Fix the date and rough numbersDo firstDay 7
  • Book the venueDo firstWeek 3
  • Set the budget with a real contingency in itDo firstWeek 4

Details and running order Month 3

The long tail, then the timed plan for the day.

  • Sort catering and anything that has to be orderedWeek 7
  • Write the running order, with a name against each itemDo firstMonth 3
  • Confirm everything a week outMonth 3

Routines

  • An hour on the eventweekly
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Dates you will not have to remember

The event

Month 318:00240 min
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The running order is the bit that gets skipped

A timed list of what happens when, with somebody's name against each item, is what surfaces the gaps — like nobody having been asked to do the thing at three o'clock.\n\nDate, venue and numbers first. Choosing catering or a theme before them is the most common way an event budget stops making sense.

Questions

Plan an event, answered.

Date, venue and rough guest numbers, in that order, because everything else depends on all three. Choosing catering or a theme before them is the most common way an event budget stops making sense.
A timed list of what happens when and who is responsible for it. Any event with more than one moving part needs one, and writing it is what surfaces the gaps — like nobody having been asked to do the thing at 3pm.
Enough for the two or three things that will be forgotten, which for most events is a meaningful slice rather than a rounding error. Naming the number in advance is what stops it being taken from the parts that matter.
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