Set the schedule

You will need to manage time very carefully that is, draw up a schedule, and follow it. You'll need to get agreement to the schedule from your supervisor before progressing to the next step.

Write up a full schedule. It should link to to your resource allocations and financial requirements. You can use the following approaches:

• use personal experience based on other similar events
• check the portfolios of other events, especially this event if it is recurring
• use subject matter experts
• do qualitative and/or quantitative time analysis, such as schedule simulation, decision analysis, and alternative strategy development
• use specialist time analysis tools

Your schedule should look like a project plan. Besides the schedule, it should include assigned responsibilities, deadlines, and contingency plans. It also might include, for example:

• sub-schedules
• a list of milestones
• standardised formal arrangements,
• assigned schedule management responsibilities

In order to write a good schedule, you will also need to do some research:

1. Find out:
1. The scope of the event (what you are actually planning for)
2. How long the venue will take to set up and manage
3. The sequence of activities
4. What tasks depends on what other tasks to be finished first (PERT chart)
5. What tasks can run simultaneously? (see further below.)
2. Consider logistics in your plan:
1. What is needed where? When?
2. What must be got off-site? By when?
3. Transportation needs?
4. How much time travelling?
3. Consider people movement:
1. How long will people take to assemble and disperse?
2. How busy will people be during the event? This depends on the kind of event. For example, in a conference, how much free and how much scheduled time should be allocated? Will you give people optional activities if they don't want free time? Consider these:
• Work conference: very busy
• Leisurely retreat: minimal "work", activities mostly optional
• Sport: build-up, fun, not boring
• Etc.
4. What records will you keep? For example:
• lists of variances and forecasts of potential schedule events
• Gantt (see below), PERT and other scheduling charts
• diaries, incident logs, occurrence reports and other such records
• records of analysis, evaluation of options, recommended and approved courses of action