The Schedule for a Successful Event

8 February 2021

First and foremost, do not be misled; although it may seem like a small and perhaps marginal part of the entire digital event system, the schedule actually assumes absolute centrality in any event you will undertake to organize.

Clients may not know, few may sense it, but all will bump their heads against it sooner or later because the event schedule is the glue between “it’s your turn” and “what do we have to do?”

The schedule determines who intervenes, when to speak up, and when to pass the baton, so do not underestimate its potential for good or ill!

A respectable client wants, indeed demands, a historic, unique, and engaging event, condensing many topics in a short time, striving to create not just a simple collection of “whats” but a singular experience where those who intervene must: entertain and be entertained, play, reward, and make everyone feel part of one great exceptional Group… Delusional, isn’t it?!

The schedule for an event takes into account hierarchies, relationships, professional human history, and narrative; it organizes without discrimination, is politically correct or incorrect as necessary, motivates and compensates, serving as a stimulus, human and professional, for those who follow it, whether they are an employee or a freelancer, the CEO or an intern.

Writing the ideal schedule takes much more time than conceiving the event itself because it is the foundation, the framework that involves the client’s Head Quarters, the staff, the directors, the authors. In short, all the involved actors revolve around it.

In this case, the ideal schedule was to unfold over an hour and 15 minutes. The timing was the starting point and the constraint given by the client. A true concentrate where ideas, gestures, speeches, and corporate concepts had to be unraveled.

How to do it?
The challenge was to manage and fit all the required activities as the event approached, using macro tools, music, texts, graphics, videos, gags, and all that is necessary.
Starting with a classic schedule of corporate interventions, little by little it transformed into a mix of institutional and also playful activities to entertain and engage employees.

A game of exchanging seconds between one activity and another, leading to the final result. Almost…

Each review was often accompanied by new additional activities, from numerous award ceremonies to an extra speech, as well as cuts from parts of interventions and new actors to involve on stage. An increasingly complex system that led to the inclusion of a musical Live entertainment with a guitarist accompanying the key moments with rock chords.

The schedule will always be perfectible, but it will never be perfect.

HOW TO CONSTRUCT THE SCHEDULE OF AN EVENT

Once the concept, objectives of the event, and even the total duration have been established, you are ready to begin.
Nothing can be improvised. The organization of an event must follow stable points and be timed to the second.
Key Words: organization and planning

DEFINING THE VARIOUS TYPES OF ACTIVITIES TO BE PERFORMED

To organize a perfect event, it is necessary to define all the activities that will be carried out, which are the main activities and how they are distributed during the event. The event’s schedule is the structure that defines all these elements and organizes them organically so that everything flows smoothly and harmoniously, making the event enjoyable and memorable.

DEFINING THE ACTORS INVOLVED IN THE VARIOUS EVENT ACTIVITIES

Establishing the actors who will participate, their hierarchy of intervention, and the timing each must adhere to is fundamental for the success of the entire event.
Each actor/speaker must know their part perfectly and respect the timing for the success of the entire event in all its aspects.

CREATING A BALANCED MIX BETWEEN VARIOUS SESSIONS AND ACTIVITIES

Each intervention must be proportionate, balanced within the entire duration of the event. Alternating different types of sessions will make your event dynamic and capture the attention by keeping the participant active and engaged.

ASSIGNING TIMING FOR EACH SCHEDULED ACTIVITY

Defining the exact timeline allows you to organize the event in every detail, to manage any unforeseen circumstances, and…

INSERTING POSSIBLE PAUSES/BREAKS

The pacing of an event is also given by the breaks that allow you to regain attention or create a moment of discussion among participants.

Attention: to have a functioning event that maintains high attention, interventions must be brief, try to change the tone and style to energize the event and insert a bit of fun and good humor. All this with the presence of an event moderator who can keep everything together with a good pace.

Don’t forget: print and distribute the schedule to all staff and event participants because everyone needs to know the timing and have reference points.

SHARE THIS EXPERIENCE!
READ MORE...
The quality of life goes hand in hand with the quality of work: today it is increasingly important to satisfy consumers as well as employees.
A training tour enriched with moments of relaxation, under the umbrella.
Sustainability: an awareness that is increasingly present and has changed the modus operandi of companies.
Showreel ottiene la certificazione EcoVadis per sostenibilità ESG
At SHOWREEL we firmly believe that sustainability is not just a choice, but a necessity; EcoVadis certification is the recognition of our commitment.
My Agile Privacy
This website uses technical and profiling cookies. Clicking on "Accept" authorises all profiling cookies. Clicking on "Refuse" or the X will refuse all profiling cookies. By clicking on "Customise" you can select which profiling cookies to activate.