Keeping an event running smoothly and, most importantly, on time can be one of the toughest jobs for event planners. A small delay can snowball into frustrated attendees, annoyed speakers, and even unexpected extra costs.
Did you know that 62% of event planners say timing issues are their most significant challenge?
The good news is that staying on schedule is not rocket science. It is all about smart planning and a little creative problem-solving.
5 WAYS YOUR EVENT STAYS ON TIME & ATTENDEES ARE HAPPY
Are you looking for SMART ways to tackle this problem? Below are 5 practical and proven steps with some extra tips and strategies to ensure your event doesn’t go overtime.
1. BUILD A BALANCED AND CLEAR SCHEDULE
Your event schedule is like a map, guiding everyone towards a smooth, timely experience. While it’s tempting to micromanage every second, there is a trick to do this.
Restructure your whole schedule in a way that provides clarity and flexibility. So, try the following:
INCLUDE ONLY KEY MILESTONES
Event start and end times, breaks, intermissions, and major activities are essential. If you list every session or speaker, some attendees may only show up for specific parts.
BE FLEXIBLE BUT FIRM
Always keep the flexibility but limited ones. For example, if a speaker runs long, your timeline can bend a little without completely breaking.
Failing to plan is planning to fail, said Benjamin Franklin.
This is especially true for event scheduling. Lastly, dont forget to colour code your schedules for a better visual aid.
2. ADD BUFFER TIME FOR UNEXPECTED THINGS
Have you ever seen a speaker finish precisely on time? We haven’t. That is why it is essential to add a buffer time of a few extra minutes after every session.
HOW DOES BUFFER TIME WORK?
Let’s say you scheduled 20 minutes for a keynote speech. Add a 5-minute buffer here. If the speaker goes slightly over you have got it covered without impacting the rest of the agenda.
Infact, 70% of events go overtime because of unexpected delays like speaker overruns or technical hiccups. Building in buffer time reduces this risk dramatically.
3. USE TECHNOLOGY TO KEEP EVERYONE IN CHECK
Timers are an event planner’s best friends. A simple clock may work, but using specialised event timers can elevate your timing game. Thus, here is what you should take care of:
3.1. SET STAGE TIMERS
These large, visible countdown clocks can be seen by performers or presenters. As time winds down, they can flash warnings.
3.2. CUE APPS
Use apps like Show Caller or Time Plus for added convenience. They are easy to set up and help with micro-managing event timings.
Tip: You can position timers so they are visible only to the performer or speaker but out of sight of the audience.
4. APPOINT KEY ROLES LIKE STAGE MANAGER AND MC
While tools help, human expertise keeps your event on track. Thus it is always advised to enter the stage manager and the Master of Ceremonies (MC) to help you.
THE STAGE MANAGER
Think of them as the orchestra conductor of your event. They handle timing, backstage coordination, and ensuring transitions. This person needs to know the schedule inside and out.
According to experts, a well trained stage manager can solve timing crises in under a minute, saving the day before the audience even notices.
HIRE THE EXPERIENCED MC
Your charismatic host keeps the audience engaged and bridges all gaps. They can gap gracefully any time lag without making it awkward when their time is up. Overall, the best events are the ones where the audience never sees what has gone wrong.
5. RUN THROUGH EVERYTHING BEFORE THE BIG DAY
According to research, events with full rehearsals are 35% less likely to experience timing issues, according to Bizbash Insights, 2023. Even the best schedules can fail without a test run. Rehearsals are nonnegotiable for any successful event. Always try your best to organise rehearsals beforehand.
WHAT TO INCLUDE IN YOUR RUN THROUGH
Further include the following in your run-through:
- Timings for each session or speech.
- Transitions between segments, such as switching microphones or props.
- Technical checks for lights, sound, and videos.
- Speakers rehearsals to practice staying within their time frames.
ADDITIONAL TIPS FOR SUCCESS
We are giving you some additional tips to help you further make your event management smooth and successful. They will help you plan and execute more like a pro, which are:
PREP YOUR AV TEAM
Ensure your audio-visual crew knows the importance of quick setup and teardown between sessions.
PLAN FOR THE UNEXPECTED
Whether a speaker arrives late or equipment glitches, have a plan B to keep your event moving.
RESPECT ATTENDEE ENERGY
Keep sessions short and engaging. TED talks last 18 minutes for a reason.
HIRE EVENT MANAGEMENT COMPANY
Last but not least, consider handing over the due responsibilities of the event management work to their experts. Hire the best event management company nearby.
They will help you organise everything on time and ensure a smooth and timely experience.
WHY IT IS STAYING ON TIME MATTERS
Your schedule isn’t just about logistics, it shapes the experiences for your attendees. The events that run on time give you the following:
- Leave attendees with a positive impression.
- Protect your budget from overage fees.
- Earn trust and loyalty from performers, speakers, and venue.
There is a famous saying:
People will forget what you said, but they will never forget how you made them feel. Maya Angelou
Thus, respecting their time is one of the best ways to make them feel valued.
Final Thoughts
Staying on schedule doesn’t just happen. It requires careful planning, the right tools, and professional people. Moreover, with their help, you can create an event that is not just timely but memorable for all the right reasons.
So, are you ready to nail your timing and wow your attendees? Start planning like a pro today.
