Start with the Big Picture
Begin planning your timeline by identifying key moments that must happen at specific times:
- When does the venue rental period begin and end?
- When will guests arrive?
- When are meal services scheduled?
- What time do vendors need to arrive for setup?
Build in Buffer Time
The secret to a stress-free event is including buffer time in your timeline. Add 15-30 minutes between major activities to account for unexpected delays. This extra time helps keep the event on track even if something runs long.
Vendor Coordination
Share your timeline with all vendors at least two weeks before the event. This allows them to provide feedback and ensure their services align perfectly with your schedule. Remember to include:
- Setup and breakdown times
- Delivery windows
- Performance schedules
- Meal service timing
Communication is Key
Distribute the final timeline to everyone involved in the event – from vendors to key participants. Consider creating different versions: a detailed timeline for vendors and staff, and a simplified version for guests or participants.
