DDD Framework: Step 3 – Establish a Cohesive Timeline

 
DDD Framework: Step 3 – Establish a Cohesive Timeline
 

An event’s blueprint for success is the timeline and developing this is step 3 of the DDD Framework.

Now that we have developed the event design and theme (step 1) and selected our vendors (step 2), the next step is to pull everything together in a cohesive timeline. This is the most painstaking part of event planning. Since it is an iterative and extremely detailed effort, it can be a bit challenging for the DIYer. Below are the characteristics of a well-developed timeline.

First and foremost, the timeline must be comprehensive. It must address all of the event components including accounting for the activities that each vendor will perform. 

The next thing that must be considered when establishing the timeline is the dependencies. Stated differently, there must be consideration given to what task must be completed first before the next task can be started or completed. Using a real-life example, let’s say that for an upcoming event, a cake decorated with fresh flowers will be served. While this seems to be simple enough, here are the minimum things that must be assessed when creating the timeline:

  • Who will provide the flowers for the cake (i.e., the cakebaker or the florist)?

  • If the florist is providing, who will install the florals on the cake (i.e., the cakebaker or florist)?

  • If the cakebaker is installing the flowers, will the flowers be delivered to the cakebaker or will the cakebaker retrieve the flowers at the venue?

  • If the flowers will be installed at the venue, what time will the flowers and cake arrive?

DDD Framework: Step 3 – Establish a Cohesive Timeline
DDD Framework: Step 3 – Establish a Cohesive Timeline
DDD Framework: Step 3 – Establish a Cohesive Timeline

As you can see, this can become a puzzle of if/then scenarios. Ultimately, the answer is that the flowers should be dropped off and placed in water until the cakebaker arrives with the cake to decorate. If the cakebaker has to spend time waiting for the flowers to be delivered, this might result in added fees.

Finally, the timeline must include some flexibility to account for the unexpected. Unfortunately, there will always be something that will not exactly go according to plan. This is why the timeline must include some extra padding (what I call buffer time) to allow for unexpected delays, mishaps, or last-minute re-arrangements. Even if one or two of the tasks might need a day-of adjustment, having some extra time helps to keep the final vision on track.  

Granted, there are many event planning templates available on-line. However, these are not failsafe because each event is unique. In other words, if you are looking for a well-run event, it’s best to leave the creation of the timeline to the experts.

Don’t go anywhere. Next month we will talk about Step 4: Communicate with and Coordinate Vendors.

Chamel Evans