Page 163 - DMGT304_EVENT_MANAGEMENT

Event Management

Notes incorporate the individual timelines established by auxiliary organizations such as vendors and
government regulations. The event manager should carefully collect individual timelines from
all vendors and other service providers. The timeline should detail the elements or components
that appear in other peoples timelines.
Prior to distribution of the final copy, the event manager should seek consensus among all
stakeholders before codifying the final results. The timeline must be acceptable to all stakeholders.
One way to ensure the careful review and approval of each critical stakeholder is to require that
they initial their acceptance upon the final document. The final timeline should be distributed to
all stakeholders as well as appropriate external officials (i.e., police, fire, media) to ensure timely
service and provide effective damage control. By providing media and other external stakeholders
with accurate information in a timely manner, you may avoid problems with innuendo and
hearsay that cause erroneous reporting of your event planning process.

Did u know? This process of purging and merging the various timelines into one master
production instrument is essential for communication between all parties.
The way you depict your timeline ultimately will determine its effectiveness in communication
to the broadest possible number of event stakeholders. The timeline provides the event manager
and event stakeholders with a precise tool for managing the event. It is the comprehensive map
that results from the event planning process. Just as with any map there may be shortcuts; the
entire map must be depicted to ensure accuracy to provide the traveler with the best choices for
gaining efficiency during the journey. The same may be said of the timeline. Once you have
created this master planning document, in subsequent meetings you may adjust the timeline to
gain speed and save time and money but assuring that you will also ultimately reach your
destination in order to achieve your goals and objectives.

Table 7.1: Event Timeline Summary

Phase Task(s) Participants Event and Start Time End
Responsible Persons Time
Research Collect and analyze three Key stakeholders and June 1, 9 June
years of event history or informants: event A.M. 14, 5
review comparable events manager, financial P.M.
manager, marketing
manager, and
volunteer coordinator
Design Collect ideas from similar Event manager, key June 15, 12 June
events; brainstorm with key informants, vendors, noon 16, 5
informants, vendors creative staff (luncheon) P.M.
Planning Preplan planning meetings, Event manager, key June 18, 9 June
announce/ schedule planning informants, critical A.M 29, 5
meeting, assign pre-work, stakeholders, key P.M.
facilitate planning meeting. advisors
Coordination Identify prospective vendors, Event manager, event August 1, 5 July 1,
contract vendors, develop coordinators, vendors, P.M. 9 A.M.
final production schedule, key external
implement production stakeholders
schedule
Evaluation Prepare and distribute Event manager, Sept. 1, 9 Sept.
surveys, collect data, tabulate evaluation team, client A.M. 30, 5
data, prepare report of representative P.M.
findings and
recommendations, submit
final report

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