Blueprint for planning an event, workshop or meetup
This blueprint uses the MoSCoW prioritisation system (must, should, could) to help prioritise planning activities.
Must
The things we must do, and should be completed first.
Decide the format of the event and design the agenda
Done when:
- Agreed the objective of the event
- Decided whether it is online, in–person or hybrid
- Decided the running time of the event, and the frequency of breaks
- Agreed the most appropriate format of the event to achieve the objective
- Agreed participant numbers
- Decisions have been documented and shared with the wider team
Secure somewhere to host the event
Done when:
- Decided whether the event can be hosted in a GDS office or an external venue is required
- Investigated venue options and choose a venue which meets the event’s needs
- Booked the venue or room(s)
- Decisions have been documented and shared with the wider team
Agree a date for the event
Done when:
- Selected an appropriate date
- Decisions have been documented and shared with the wider team
Estimate the budget for the event
Done when:
- Estimated all costed aspects of the event
- Submitted budget for approval
- Monitored the budget throughout the event planning
- Decisions have been documented and shared with the wider team
Decide what volunteers are required for the event and recruit into roles
Done when:
- Decided how the event will be facilitated and identified roles
- Recruited into roles identified
- Prepared volunteers for their roles
- Decisions have been documented and shared with the wider team
Create a ticketing policy
Done when:
- Agreed how the event will be ticketed
- Ticketing platform has been set up
- Decisions have been documented and shared with the wider team
Create a communications plan for the event
Done when:
- Agreed which communications should be released and when, and by whom
- Achieved sign off from GDS Comms
- Decisions have been documented and shared with the wider team
Create a process for handling support queries
Done when:
- Agreed a process for handling support queries about the event and identified roles
- Decisions have been documented and shared with the wider team
Procure any suppliers required
Done when:
- Investigate what can be sourced by GDS and what needs to be sourced externally
- Retrieved quotes and chosen a supplier
- Prepared the supplier for the event
- Paid invoices
Recruit and prepare speakers
Done when:
- Recruited appropriate speakers as per objective of the event
- Retrieved quotes from speakers
- Prepared speakers for the event
- Paid invoices (if required)
Should
The things we should do, but only when the ‘musts’ have been completed.
- Create merchandise
Could
The things we could do, but should be less of a priority than the ‘shoulds’.
- Plan an after-event social
- Change branding