How to Keep Your Event from Going Over Time: Tips to Save the Day
It’s happened to the best of us. We’re planning an event, and suddenly it’s running behind schedule. Maybe some of your speakers went over their allotted time, or maybe the AV crew was a little slower than expected. Whatever the reason, it can be a huge headache if your event is running overtime. In this blog post, we’ll discuss some tips for keeping your event from going over time so you can save the day!
Hire a Professional, Experienced Coordinator/Event Planner
Prior to the event, planners create timelines and communicate with all the vendors about load-in, setup locations, and logistics of the day to ensure the event starts on time. On the day of the event, an effective coordinator will be sure that all vendors are on the same page, each specific moment flows smoothly, and everything is going as planned according to the master timeline. Seasoned event planners can put out small fires behind the scenes so that minor issues are resolved quickly and are non-noticeable to the event attendees.
One way to keep your event from going overtime is to plan for contingency time. This means adding an extra buffer of time into your event schedule in case something runs over. This can be anything from an extra 15 minutes to an hour, depending on the length and complexity of your event. You can ensure that everything you want to have time for will happen by planning for contingency time.
Schedule Non-Negotiables First
When planning your special day, plan everything that can’t be moved around first. This way, if you do run out of time, it won’t be for something that was essential to the event. For example, if you are having a wedding, schedule the ceremony and dinner first. This way, even if things do run late, at least you will have the most important parts of the event scheduled for a set time!.
If You Do Go Over Time
There are going to be events that, no matter what you do, will go over time. It happens! In this case, the best thing to do is to have a backup plan. Have a few activities on standby that can easily be put into place if need be. This way, your guests have no idea that anything didn’t go to plan.
Always remember to stay calm and collected when things don’t go as planned. There’s always a way to work around it and save your event! By following these tips, you’ll be sure to keep your event running smoothly. Questions about how we can make your special day go off without a hitch? Contact us!