An event requires thorough and detailed planning for its entire operations. Without an event operational plan, the event would become a mess, disorganized and uneventful. A well-planned and organized event on the other hand has more chances of success with little to no problems at all.
Operational plans have been used to guide the day-to-day processes of a certain business or industry. It also depends on its purpose or where it is going to be used on. Here we have event operational plan samples and templates that can be used as reference as we discuss some topics about event operations.
Event Operational Plan Template
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What Is an Event Operational Plan?
When planning an event, it is important to prepare for an operational plan to help in organization and management of the entire function. An operational plan for an event serves as a guide to running the event in all its programs and presentations. It includes the tasks and activities required before the event start, during the event and after the event. These tasks and activities are also detailed to ensure that the tasks and activities are done correctly.
There are many uses of an event operational plan and they are as follows:
- An event operational plan is used to create an outline of the activities that will be taking place in an event as well as the details of each of the activities.
- No even is successful with only one person working on everything. Teamwork is necessary for the event to be formed and its many tasks carried out. An event operational plan guides all of the people or individuals involved in the event on which tasks they are responsible of doing and how they will have it done.
- An operational plan is created with specific goals and objectives. The direction that the event will be taking will be guided by the plan. An operational plan also ensures that the set goals and objectives are clear.
- The plan is also used in requesting for an event operational budget as it is one of the main requirements for its approval.
What Are the Key Components of an Operational Plan?
An operational plan will not be effective and complete without its key components. The key components of an operational plan, include clear objectives, activities to be delivered, quality standards, desired outcomes, staffing and resource requirements, implementation timetables, and process for monitoring progress.
- Clear objectives – An operational plan must have clear objectives so that tasks and activities can be established easily without nay untoward incidents. Also, having clear objective ensures that they support your operational plan and that your operational plan supports that of your strategic plan.
- Activities to be delivered – This refers to the list of activities that must be done or accomplished in the operational plan. These deliverables must be detailed and must provide steps on how the tasks or activities should be done to ensure that they are done correctly.
- Quality standards – What methods does your plan include? Including quality standards in your operational plan allows you to compare the details of your plan to that of established standards. This will help you determine if the parts of your plan or your plan as a whole meets the required quality criteria.
- Desired outcomes – Here you will describe or detail the exact results or outcomes that you want to happen out of the plan that you have created. Being clear about the outcome that you want to achieve or accomplish increases the chances of you getting exactly what you want.
- Staffing and resource requirements – Where will you get the people to work with you on your plan or on your planned event? Where and how will you get the required resources to have everything done? This is a key component of an operational plan as operations need manpower and resources to get things started and to get things done.
- Implementation timetables – Aside from setting the goals of your plan, it is also important to porvide a time frame for each goals and objectives. This determines how long or how short you should you be working on what plan. This allows you to manage your time efficiently.
- Process for monitoring progress – Now, plans don’t come to an end when it has been successfully implemented. After implementation, you will need to monitor for any progress in accomplishing the specified goals and progress brought about by the plan you have laid out. TO do this you will need to create a method of evaluating this progress so that you can change or revise the plan as necessary.
Remember these key components as they will help you with writing your operational plan and making sure that you have everything that you need in it. You may also check out other interesting articles, like Operational Plan for Cleaning Services, Personal Development Plan Templates, and Operational Plans for Hotel.
Types of Plans
The three types of plans based on the level to which they are used in a company or organization. They are are strategic plans, tactical plans and operational plans. Let us take a closer look at each o these plans below.
Strategic plans are high-level plans because the people responsible for creating them are those in the high-level management or leaders, such as executives and city councils. A strategic plan is focused on the organization. In this plan, the goals and objectives created are set with the entire company or organization in mind. The goals and objectives in this plan are in large scales and for long-term periods. Top management sets out the strategies on how a company or organization must work in order to move toward its goals. However, this plan cannot work alone. It needs support from the two other types of plans.
Tactical plans consist of short-term goals and efforts that are necessary to carry out a strategic plan. The people responsible for creating this pan and making sure that tactical level goals and objectives are met are the units in a company or organization that are under the top management. here, bigger tasks are broken down into smaller, actionable tasks.
Low-level managers and front liners are responsible for creating and setting out the goals and objectives in an operational plan. An operational plan guides a specific group or department in a company or organization on the tasks and activities that they must accomplish on a daily basis. It is formulated with reference to that of the strategic plan of the company or organization.
All three plans support each other to ensure that they come up with a plan that facilitates collaboration for the success of the entire organization. You may want to check out related titles on our website, like Military Operational Plan Samples, 100 Day Plan Templates, and Business Operational Plan Samples & Templates.
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Factors That Can Affect the Success of an Event Operational Plan
Event operational plans tend to be used for a shorter period of time as opposed to the usual operational plans that are being used in companies or organizations. This is because most events are held for a limited time only and others are only good for a day. But like the usual operational plan, there are a number of factors that can affect its success.
- Alignment of goals and objectives – The goals and objectives set in the operational plan must be inline with that of the goals and objectives of the event. This is so that there will harmony of goals and things can be easily managed by the people responsible for the required tasks. The organization’s help is highly needed in the process.
- Open and Clear communication – There will be a number of people in an event who need to work as a team to get things done. To be in a team means having clear and open communications to each and every member so that everything can be done accordingly. This is one of the most important ingredients to success.
- Realistic budget – One of the main concerns in many events is the budget. The budget for the said event must be determined before an operational plan is crafted. This is so that the event team to formulate a plan that is appropriate for the given budget and so that they will be able to find ways on how to further maximize the resources that they have available.
- Workforce requirements – Managing an event means managing a number of people. A huge event requires a really big number of people grouped into different teams. The workforce need to fulfill tasks and handle other activities is very important. They must have proper abilities and skill set so that the operational plan created for the event will not be put to waste.
- Timetable – Always remember to provide a timetable of the tasks and activities for everyone to follow. This is so that everyone can work on their assigned tasks on the appropriate time. This also makes up for an organized and well-managed event.
Learn more about operational plans through related articles that offer different samples and templates. Some of the titles you will surely find useful and interesting are Security Operational Plan Samples & Templates, 5 Year Plan Templates, and Project Operational Plan Samples.
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