Strategically crafted planning measures and pointed organizational efforts are integral to achieving a successful event. Having a tested roadmap equipped with clear expectations makes for a transparent event planning process for clients, contracted event management teams, and other stakeholders involved.
Events teams can benefit greatly by using agile project management methods to carefully map the planning logistics which constitute an event. One such unique task management approach is known as the “3 Ds of Event Planning” created by the Blackberg Events Team. Utilizing a clear mapping tool like this provides an events team with a tested path in executing successful event planning efforts.
Discover
Event managers must maintain regular contact with clients to understand their goals, visions, and requirements for events. Hosting regular touchpoints (frequency dependent on the event’s scale) and overseeing a secure method of file sharing creates clear visibility into action items and establishes accountability.
Utilizing platforms such as Microsoft Teams, events teams should host weekly internal meetings and manage private, secure folders accessible to the client. The team should initiate a comprehensive discovery process to capture the client's needs, document ideas, and outline the entire event planning process. This process aids tremendously in creating a documented background resource sheet for all working on the event. This enables a team to have a line of sight into the more nuanced details of goals and visions for the event, as well as provides the team with an overview to reference throughout the planning process.
Distribute
As the event’s vision and necessary tasks become clearer, the events team creates a detailed work breakdown and assigns tasks and roles to the team. In fairly distributing responsibilities, consider team members’ strengths and experiences. One team member should be designated as the overall event lead, overseeing all planning aspects and handling high-level tasks. Additionally, a deputy event lead supporting the overall lead while managing other various tasks creates an added level of accountability and event knowledge. The remaining tasks can be assigned to other team members. For larger events, the team may enlist additional partners within their extended team to assist with planning and execution.
When distributing tasks and roles, use the following categories:
Planning
- Client Liaison
- Communications and Graphics
- Staffing and Run-Of-Show
- Supplies and Printing
Vendors
- Audio Visual
- Lodging
- Transportation
- Venue Management
On-Site
- Exhibits and Posters
- Networking
- Registration
- Speakers and Sessions
Do
With tasks identified and assigned, the team moves into the execution phase – or “doing” the work. This involves regular communication with the client, event presenters, venue, and various vendors, all depending on the project's scope.
Within the internal events team, they should hold meetings at least twice a week to discuss progress, roadblocks, and questions that arise. When sourcing venues or vendors such as AV services, shuttle companies, and hotels, take a diligent hands-on approach. Track all options, tasks, and updates through shared file systems dedicated to each event.
Each team member should be equipped with the resources and knowledge necessary to lead their respective tasks while keeping the overall event lead and deputy lead informed. Individuals on the team host calls with various vendors and manage outreach to speakers, involving the event leads as needed. This collaborative approach ensures accountability and thorough planning. Event leads may provide direction, but trusting team members fosters a strong sense of ownership over events.
Overall, the team works cohesively to move tasks forward, ensuring a successful event. With multiple levels of support, leadership, and communication, and by utilizing key tracking measures, the team can follow a well-tested planning strategy, leading to a successful event.
Conclusion
Successful event planning hinges on a structured and strategic approach, as exemplified by the Blackberg Group’s “3 Ds of Event Planning.” By thoroughly discovering the client's needs, distributing tasks and roles based on team strengths, and diligently doing the work with regular communication and coordination, any team can ensure seamless event execution. This methodology not only fosters transparency and accountability but also leverages the collective expertise of the team, resulting in exceptional event experiences for clients and attendees alike.
