Event Planning Best Practices

IN the next couple of weeks, we will be considering what we have tagged “Best Practices in Event Planning”. These are practices that have been proven to greatly determine event success. We consider first today the management of event scope.

Event Scope Management 

The scope of an event simply put “is the list of all that needs to be done to accomplish the desired event”. It sets boundaries for the event, determining what work will be completed and what work will not be done during the event lifecycle.

The scope is about the most important element of an event to be understood as every planning and resource allocation depends greatly on its understanding.

Event scope management, on the other hand, can be defined as the process required in ensuring that only the required work are included or completed in the putting up of an event. Every event planner must learn to control what is and what is not included in the scope of any event.

To successfully manage an event scope, an event planner must do the following:

Collect All Necessary Information

Before you can ever start the event coordination process, you must first gather every necessary information about the event. This will help you to determine what the goals and requirements of the whole event are. It also helps you to understand clearly, the needs of your clients as well as the capabilities and/or constraints of the resources available for the event.

The easiest way to gather these required pieces of information of course is to conduct an interview with your event hosts. Please refer to article INTERVIEWING A POTENTIAL CLIENT in our blog www.royalsdelightblog.com

Define The Scope

The previously collected information from event clients will help you to define your event scope. While defining your event scope, be sure to write down exactly what the whole project entails and what it does not. For example, will you be responsible for catering for the friends and family members who will arrive the home of your client two days before their daughter’s wedding or not? You must be careful to include such details as any form of alteration in the scope can affect the whole event schedule, budget and ultimately, the success of the whole event. A clearly defined scope helps you to manage changes as they occur in your event planning process.

Create An Event Checklist

This in Project Management is called “Work Breakdown Structure” or WBS. It is a graphical representation of all the tasks that need to be performed to achieve the event. An event planner must be able to think through an event and identify the major tasks to be performed for the event to be completed. Event planning and scope management become much easier when you have a graphical chart of tasks and subtasks needed to be completed at each stage of the planning process. 

Verify And Control Event Scope

It is very necessary to verify the scope of your event with clients throughout the event life span especially after each major task is completed and obtain feedback too. This is very necessary to ensure that client expectations are been met.

Also of great importance is the need to monitor and control event scope to avoid scope creep, a situation where scope increases, thereby increasing in turn, resources required to complete the event. In controlling event scope therefore, certain processes must be established to manage change requests. A good practice would be to vet all change requests, alter event budget and schedule to reflect the new changes and then obtain a written approval from event clients before proceeding.

The whole essence of event scope management is to avoid having dissatisfied clients and running over budget. So the next time you manage an event, be sure to get your scope right from the beginning.

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