Critical like a lot of work and

Critical Path 

What is a Critical Path?

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A Critical Path
is essentially a to-do list for before, during and after the event. It lists
all activities that need to be completed in order to ensure a successful
project. A critical path is as the name states – critical. It is very important
to follow a critical path and constantly update it when preparing for an event.
Critical paths can be presented in many different ways, but the most important
items to have are tasks with timelines associated (start, duration and due
date), importance and dependence of task, and individual responsible for said
task.

 

Let’s look at a simple example of a critical path for
hanging a new picture on the wall.

 

Task

Duration

Start

Choose a picture

30 minutes

9:00 am

Buy the screws

30 minutes

9:30 am

Choose the place on the wall

5 minutes

10:00 am

Drill a hole

15 minutes

10:05 am

Screw in the screws

5 minutes

10:20 am

Hang the picture

1 minute

10:25 am

 

 

 

 

**Explain the
variations and possible orders of tasks that are determined by the dependency
of other tasks.

**Explain possible
flexibility on certain tasks

**Discuss WHO,
WHAT, WHERE, WHEN, WHY, HOW

 

New to Event Planning? Then making a critical path may
sound like a lot of work and you also may not know where to start. Each event
is different and has different requirements, so it is very unlikely that you
will ever use the same critical path twice – but you will use many elements of
a critical path over and over again.

 

Let’s go over some areas that are significant items to
include in a critical path and some questions to think about while creating
your critical path:

 

Planning &
First Steps

·      Establish
goals and objectives

o  
What is the purpose of this event?

o  
What do you hope to achieve?

·      Identify
logistics

o  
Dates

o  
Location

o  
Audience

·      Has
this event been executed before? Are there debriefing notes?

 

Budget

·      What
is your budget?

·      Does
paperwork need to be processed to receive your budget?

·      Who’s
in charge of the budget?

·      Set
up a budget template

 

Agenda

·      What’s
happening at your event?

·      First
draft agenda

 

 

Food &
Beverage

·      What
are the food and beverage requirements for the venue?

·      Internal
or external catering?

·      Are
there permits or licenses that need to be obtained?

·      What
are the menu options?

·      Plan
menu

·      Determine
quantity

·      Special
requests?

·      Order
food and beverage

·      How
are the tables being set?

·      Style
of service?

·       

 

Entertainment/Guest
Speakers

·      Identify
wants and needs of the audience

·      Identify
who or what

·      Establish
a connection with entertainment/guest speaker

·      Confirm
entertainment/guest speaker

·      Request
rider or special requests

·      Provide
copy of agenda

 

A/V and Lighting

·      What
are the requirements?

·      Internal
or external hiring

·      Request
bookings

·      Confirm
bookings

 

Security

·      Is
there internal security? Is external security required?

·      Provide
staff with walk through/map of venue

·      Provide
copy of agenda

·      Inform
of any special circumstances

·      Review
standards and protocols

 

Staff/Volunteers

·      Establish
volunteer/staff need

·      Hire
staff

o  
Internal or external staffing?

o  
Staffing agency?

o  
Confirm needs

·      Or/and
reach out to Volunteers

o  
Develop intake documents

o  
Confirm attendance

·      Establish
requirements of events and tasks associated

·      Draft
volunteer/staff schedule

·      Provide
volunteers/staff with schedule

·      Provide
staff/volunteers with agenda

·      Debrief
staff/volunteer

 

Set Up

·      Create
floor plan

·      Confirm
floor plan with venue

·      Establish
set up time with venue

·      Establish
plan and timeline of delivery of items to venue

 

Décor

·      Does
the venue require décor?

·      Establish
need for décor

 

Registration

·      Establish
type of registration

·      Prepare
registration documents

·      Registration
for attendees and vendors?

·      Online
registration requirements

o  
Is the platform safe?

o  
Will attendees use it?

o  
Is the platform user friendly?

o  
Is the service free?

o  
Do you have registration software?

 

Vendors

·      Establish
need

·      Contact
vendors

·      Confirm
vendors

·      Provide
vendors with details and agenda

·      Special
requests or requirements?