Tactics to keep your event running on time
Keeping an event on schedule is about detailed planning, clear communication, and built-in buffers. A well-defined run-of-show and accountable team roles are essential.
Time-management strategies:
- Create a minute-by-minute run-of-show for key segments and a high-level schedule for staff.
- Add buffer times between sessions for delays, AV transitions, and attendee movement.
- Assign a timekeeper for each session and use visible cues (lights, countdown timers) for speakers.
- Conduct a rehearsal or tech run to identify bottlenecks and refine transitions.
Communication tools:
- Use headsets or a messaging app for staff to instantly coordinate changes.
- Share the run-of-show and contact list with vendors and speakers well in advance.
- Post clear signage and schedule displays for attendees to reduce late arrivals.
On the day:
- Have floats (staff who can handle unexpected tasks) ready to solve problems quickly.
- Be ready to trim or combine low-priority content if times run short.
- Keep speakers informed of timing and offer concise stage notes.
Post-event review:
- Debrief with your team to capture lessons learned about timing and transitions.
With strict preparation, visible timing tools, and a flexible contingency plan, you can keep events largely on schedule and maintain a smooth attendee experience.