An event is only a five-letter word, but who knew it could involve numerous activities from planning, management, budget, travel, schedule—you name it. As easy as it is to spell it out, expect some time, effort, and resources to carry out as well. While we can all agree that event planning can be a complex task to establish, it does not mean you cannot handle it easily. With an event itinerary template in your hands, a simpler and more convenient approach commences handling the event. Learn more about the event itinerary by reading below.
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Free Event Itinerary Template
What Is an Event Itinerary?
While an event refers to anything that happens and usually of significant importance, you should specify what the event is and its purpose until you can start planning. Meanwhile, an itinerary helps you plan in an organized manner. And when you combine both terms, you have an event itinerary. It is an organized plan developed specifically for events, like a business conference, field trip, birthday, wedding, or any other occasion. Thanks to an itinerary or event plan, successful events are bound to happen.
How to Create an Event Itinerary
Are you wondering what a standard event itinerary design looks like? In this section, we outlined the four basic steps on how to make an easy event itinerary. And the steps are the following:
Step 1: Know the Full Details of the Event
Making the event itinerary gets easier when you know everything about the event already. First things first, what is the event about? Is it a trip or perhaps, a seminar? Next, determine the event’s purpose? If you are running a meeting, then what is the meeting agenda? You are expected to recognize the basic details, like the event’s location, budget, timetable, etc. And when you are done studying or reviewing the event’s full info, you can proceed to the next step.
Step 2: List the Important Points to a Template
Transfer the event’s crucial details to the sample template of your choice. The templates make it simpler to process out your details because they are pre-formatted. But don’t just copy and paste the event’s info. Be specific too. For example, when you need to state that the event’s address is in Oklahoma City, where exactly in that city is it? Be sure to provide the street name and what other nearby establishments are to specify the location. When your itinerary fails to cover the critical info, your event may be doomed.
Step 3: Categorize the Details into Groups
In listing the crucial details to the template, avoid collecting jumbled information. Be sure to group the details into specific categories as well. For example, you should group every time-related data under the scheduling category, or perhaps, you place everything related to money in the budget category. And for the tasks to do, divide them into which parts are done during the planning, actual event, and post-event. Go for what suits you best in organizing everything.
Step 4: Observe an Easy-to-Follow Format
Finally, mind the format of your event itinerary. Read everything if you think there is still a way to make it easier to follow. Otherwise, you might have a hard time following that itinerary without fixing some errors. Be sure that every necessary detail is in place and that you know how the sequence of what to do first until last goes. Also, you can incorporate some organizes like a chart, graph, or a checklist template. You don’t need to write things in complete sentences since some visuals and organizers could help. And lastly, stick to the itinerary so you won’t mess up your event.
Why is an event itinerary important?
The event itinerary is essential to ensure event planners are guided accordingly on planning and accomplishing events. Just like an event planner, the itinerary helps you manage time and organize tasks to reduce stress. What is even better? You can manage different factors from the invitations, venue selection, food menu, or party favors. More so, you can prepare for the unexpected because the itinerary can be associated with backup plans. In short, treat the event itinerary as a reliable partner in event planning.
What makes a flawed event itinerary?
The event itinerary is flawed when it contains some of the following examples:
- Lack of a backup plan
- Rushed preparation time or effort
- Failure to conduct event needs analysis
- Lack of flexibility
- Poor organization
- Overly ambitious plans
What is the average hourly rate of an event planner?
Nationally, an event planer’s hourly rate usually averages from under $50 to around $150. But the prices may vary depending on the planning services catered, the event company’s regulations, years of experience, venue, and more.
Have you checked our downloadable and printable event itinerary templates already? Remember that they are easy to use and customize, making your event planning experience a hassle-free process. Such templates can be used for anything, including a business trip itinerary, vacation itinerary, and so much more. Just highlight your event’s purpose, venue, schedule, budget, etc. And rest assured, you are good to go. Download now!
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