A useful way through
- Map the journey: invitation, arrival, check-in, orientation, activity, break and departure. Give each transition an owner.
- List dependencies for each moment: signs, accessible routes, seating, information and staff instructions. Ask guests how to communicate access requirements privately.
- Create a run sheet with time, action, owner and fallback contact. Distinguish a confirmed booking from a request awaiting confirmation.
- Walk the route and rehearse the busiest transition. Keep a concise incident and contact sheet for the organiser, without publishing private guest data.
Read the map as text
YOUR PLANNING MAP · 01 · Moment in the · guest journey · 02 · Action and · responsible person · 03 · Required resource · 04 · Confirmation · status
- Moment in the guest journey
- Action and responsible person
- Required resource
- Confirmation status
Put it into practice
A registration queue can block the room entrance even when enough seats are available. Moving check-in away from the doorway and adding a clearly marked route may solve more than another email reminder.
Illustrative example, not a reported client project or test.
Your take-away checklist
Plan an event around the guest journey
- □ Moment in the guest journey: ____________________
- □ Action and responsible person: ____________________
- □ Required resource: ____________________
- □ Confirmation status: ____________________
- □ Fallback contact: ____________________
Before you act
Keep personal information out of public run sheets. Share only what the relevant staff need to carry out their role.
Sources & context
This guide develops the subject of Tips for Planning Your Special Event, published 2021-11-10. The original capture is linked below. The new checklist is a planning procedure; product specifications, contracts and local requirements must be checked for the actual situation.
The starting point: Tips for Planning Your Special Event
The page was credited to Maria Baldwin and dated 2021-11-10. The present procedure and example are by MichaelT editorial.
It doesn't matter if you're planning a wedding or an office party. You need to be able to maximize your time and resources.