Countersign Event Itinerary Made Easy

Esign event itinerary

hey Julia here from ITM events this is the mom version of me at my daughter's basketball practice and thought I'd take a minute and create this little video for you so on Monday I talked to you about the importance of creating an itinerary so tonight I wanted to talk to you about how exactly to create the itinerary just like we do that makes your events run as smoothly as as as ours would so the very first thing you want to do in your itinerary is lay out all the basic events that'll be happening throughout your event so things like like what time you plan to be on-site what time your first speaker is speaking if there's a meal what time is the meal being served what time are you closing the event like what's your final time and then essentially just go through and fill in all the gaps so like every every single detail you can think of so once your team arrives on site how long do you think it's going to take you to unload the truck so you're going to arrive on site it'll take you probably 10 minutes to kind of get yourself acquainted with the space park and get everything organized figure in 15 minutes to unload your vehicle then from there an hour for example to set up the registration desk then you know and so you just kind of work your way through the day and that is the best way to figure out if your timeline is correct if you know if you have your team arriving at 9:00 and your first speakers at 10:00 and you haven't done any of this setup yet then you know you have to arrive long before nine o'clock so just work your way backwards from key points in the day to figure out what your next timeline should be obviously if you have an agenda that's already been published for the public you're going to want to put that in your tie in your itinerary first and work outwards and in between all of those points then once you have all of those time slots in your itinerary then you want to go through and detail each time slot so for example if you're gonna be setting up your registration table you want to have on there exactly what you need in order to do that so you will need you could put like hotel requirements so the venue that you're having it at you have them you list what they need to have for you at registration yes it's in the B iou's yes you've talked about this a million times so put it in the ITR anyway because if anyone is picking up that piece of paper that day and is you know doesn't have time to go back through all the B iou's to figure out all the pieces this little document might have everything they need so for example a registration desk you're going to need probably two tables they should have a black tablecloth the tablecloth should go to the floor you should have four chairs you need and then an access to power and internet access then for yourself so then you put like I would put ITM requirements so you put your own self there and what the requirements are so on that list I would have that we need a laptop my printer my my stand for my lanyards my stands for my name badges like everything pens paper a garbage can whatever like all of the details that you can think of that need to be in that in that time slot so everything related to registration needs to be listed there then the same for when your speakers are coming on so let's say you have your speaker up there then they have a special requirement so you make sure that your a/v team is tagged in that session and they know that they are to play oh I'm so bad with music I'm trying to think of a cool song that they would want to play you know anyway so so there's the one song this speaker loves to come on to stage two well you need to have that listed there for your a/v team yes you've already talked about it yes they already know that yes they're ready for that but you want to have it in your itinerary as well that way anyone who is helping with the event and picks up this itinerary to know what the next steps are they need to know what's there and the biggest mistake I think people make in either creating an itinerary and not making it detailed enough or not creating an itinerary at all is that you figured just because you planned the event that you're gonna remember just like I talked about on Monday you're not going to remember when you get in the middle of all this chaos you will forget little details and these are the details that make your event perfect the other thing is you can't be everywhere all the time so if you know if if all of a sudden there's a there's an emergency at registration and your speaker's about to go onstage and the a/v team turns to your to your colleague and says what song is it that I'm supposed to play right now and that colleague won't know just because they didn't create the event with you they weren't the one who spoke to the speaker so they may not know but if you put it in the itinerary you can hand that off to anyone at all and they'll be able to step in exactly where you're at and know exactly what the requirements are I think that's it those are the main details in creating an itinerary once the itinerary is created you want to share it with everyone everyone who's involved in your event should get a copy of the itinerary I love the system that we use we use planning pod for our itinerary I love it because I'm able to essentially look down the left side of the screen it'll it'll say like show also it'll show the whole itinerary or it'll say for example if I'm working with mastermind events I can click on mastermind events and everything related to them comes up and it's just an itinerary for that supplier alone so I don't bog them down with 30 pages of itinerary when their itinerary is very specific and it's only five or six items so share the itinerary have lots of copies of it at the event so that anyone can pick it up and help you pull off your event at any given time if you cannot be you know in every everywhere at every minute so detail it out based on the schedule for the event and then work your way out from there on different details that need to happen and that we'll help you to confirm your itinerary in that your timeline is correct and then fill in every single detail of the itinerary with every thought every item that needs to be there every song that needs to be played like every detail you could possibly think of needs to be on that itinerary I think that's it if you have any questions about writing an itinerary please don't hesitate to ask I'm always happy to share a sample itinerary if anybody ever wants to have a look at one please don't hesitate to reach out you can reach me at Julia at ITM events CA and I'd be more than happy to have a look at your itinerary and kind of give you some suggestions on how I think it can be better or if you'd like to have a look at one of ours as an example okay have a fantastic day and we'll see you all again soon thanks