1. Define the final objective and date of your event

The first step in creating an event timetable is to set the final objective and the target date. Without these elements, the back-planning has no direction. Start with the date of the event and work backwards to detail each key stage (this is where the term “retro” comes from).

Tip: when choosing the date, take into account the lead time and even the weather forecast!

2. Break down the event into tasks

Here, you need to make a list of all the steps required to make your event a reality. You should try to be as precise as possible, breaking down the tasks as far as possible to create an effective retro-planning of your event.

Tip: remember also to identify the interdependencies between tasks, as this will help you later on.

3. Estimate the time needed for each task

This phase is a little complex, because it’s really an estimate. You have to take each task one by one and assign it a time, being as realistic as possible. It doesn’t matter whether it’s an hour, a day or a week, but you should always have the deadline in mind.

Tip: take into account time constraints, available resources and any delays.

4. Organise tasks in chronological order

The next step is to determine the order in which the tasks are to be carried out in your events schedule, assigning a start and end date to each one. Make sure that each task has enough time to be completed before the next one.

Tip: at the end of this stage, check the feasibility of each element.

5. Adapting and adjusting the event schedule

Adaptability is the key word in organisation. That’s why it’s vital to constantly adjust your event timetable according to the constraints that arise, and to be flexible.

Tip: Carry out all the stages very meticulously, trying to anticipate every situation, so that you have to make as few changes as possible.

That’s it, your retro-planning for events has been created! Want to go even further in organising your event? Try YourDay, which lets you generate your own personalised application in just a few clicks to centralise all your event information in one place.