When it comes to planning an event, you need to do itinerary as well. You need to have everything timed to the last bit. You need to make sure that you stay on track and keep the event moving forward, or your guests will get bored and stop paying attention to all the events that are going around them. Here are a few things that you should think about when it comes to planning your event itinerary.
The itinerary will substitute for the program and it can be just a list of events. You don't have to get fancy with the plan. In fact, this is just a cheap way to give out a program. You should stick with the itinerary during the event so that everyone knows that the program is going forward. Make sure that you have a perfect itinerary before sending them out to the speakers and guests because you don't want anyone to get offended.
1.The first step to ensuring that the event goes smoothly is making sure you know where it's going.
It needs a logical flow, so plan out your itinerary in order of most important details for last minute adjustments as needed. If there are any pieces you want more attention on or explanations about why they're included and ways people can learn from them; use this opportunity.
2.To have a great event, you need to think about your presenters and their presentation.
For the best effect, speakers should be allotted 10-15 minutes for each point they want to make during this time frame without stealing the show from other presentations that are happening simultaneously which can lead people feeling overwhelmed or impatient with not enough down time between events. If an event is going over dinner do not start until after everyone has eaten some of their food so that it will give them energy for attending all of the remaining activities planned throughout the night.
3.In order to have a successful event, you should consider how much time is being used in the program.
You must not over-pack or under pack your schedule because either way might lead to an unsuccessful conference. For example, if there are too many speakers and activities going on at one time then people may get tired of it all and lose interest by the end of the day. Alternatively, if there's nothing but down periods between events throughout most of your agenda then this will leave attendees feeling bored waiting for something interesting to happen. The perfect balance would be two minutes worth of downtime here followed by some entertaining programming that packs them full until they're ready for more action.
4.You never know when someone might go over their time.
What will you do if they take 20 minutes instead of 15? Well, that's where creativity comes in. Keep things flowing by shortening your parts and find other ways to make up for the lost five minutes. If everyone does this then we can maintain a constant pace throughout each session so no one has an excuse to getting behind schedule.
5.Introduce people to the program as guest speakers.
They're not on an agenda, so you have room for them if necessary—but your audience probably won't mind at all when they see that this person is special and different from what they usually get.
6.Before you print, make sure that your itinerary is perfect by taking a few minutes to go over it.
Double-check the spelling on all of the details and then get someone else who knows about these things to look at them before printing anything off so they can catch any mistakes or typos for you.
Guests will be happy to see how much longer they have before the program starts so that can get a chance to look for any last-minute arrangements. The itinerary lists all of the event details including when it begins and ends, where it is held at, who should attend (and in what capacity), and more. Make sure you include everything on your itinerary.