Planning Your Event

Ever seen those wedding-planning reality shows where someone cries over napkin swatches at 2 a.m.? That's what event planning feels like it should be - spreadsheets breeding in your sleep, a secret fear that you'll forget chairs.

But here's the truth: it doesn't have to be a panic attack in spreadsheet form. You can literally sketch a timeline on a napkin, pick a spot that feels right, and wing a run‑of‑show that leaves space for actual magic. That's the whole goal - pick a shape, set a pace, lock your venue or tech, then coast through showtime without turning into Headset Screamer Guy.

For Indie Producers: Your vibe beats a packed schedule. One producer ran a workshop with a single 40-minute hands‑on exercise. That's it. Attendees still message about the connections they made because no one felt rushed.

For Shoestring Planners: Free online formats are your sandbox. No venue cost = zero financial hangover if it flops. One organizer’s first event was just them, Zoom, and a borrowed ring light. Nine people showed up. It was perfect.

For Indie Festival Directors: Hybrid is your cheat code. Stream the main act, keep the in‑person core tiny and intimate. You get reach without renting a stadium.

Format & Promise: The One-Liner That Saves Your Butt

Start with the basics: What shape is this thing, and what do people actually walk away with? Shape means IRL, online, or that weird hybrid beast. Promise means the headline you'd tattoo on your forearm so you don't forget.

• IRL, online, or hybrid - pick the one you could ship next week. IRL has that crackling energy but needs legwork; online is dirt‑cheap but you lose the handshake; hybrid splits the difference if you're ready for the tech lift. Tools like Ticketsmith handle hybrid ticketing without you building a NASA control panel.

• Promise formula: “In X time, you’ll Y, even if Z.” Tattoo it. Examples:

  “In 90 minutes, you'll master a skill that usually takes weeks, even if you're starting from scratch.”
  “In two hours, you'll connect with 20 people who get your work, even if you hate networking.”
  “In four hours, you'll leave with a clear action plan, even if you walked in feeling stuck.”

  Test yours on a friend. If they blink, it's too fuzzy. If they lean in, you've got it.

Timelines: Slow-Cooker vs. Microwave Mode

No universal law here - just two speeds. Pick one, paste it into your calendar, and suddenly it's real.

4‑Week Runway (The Slow-Cooker)

Great for newbies or anything with moving parts. Gives you room to breathe, tweak, or stall while your partner decides if they're really in.

• Week 4: Announce page, invite list, early‑bird opens.
• Week 3: Lock content/materials/agenda; confirm venue/tech and a backup.
• Week 2: Reminder email; materials list; assign roles; test A/V.
• Week 1: Final run‑through; print/share ROS; confirm vendors.

Pro tip: Block one hour each week labeled “Buffer for Chaos.” Use it or don't, but it's there so you don't quietly lose your mind.

10‑Day Sprint (The Microwave)

Perfect for testing ideas or riding a viral wave. Speed over polish. One organizer’s 10‑day test was a live Q&A on Twitter Spaces - 40 people, one moderator, more learning in an hour than three months of planning.

• T‑10: Launch page.
• T‑7: Lock partners.
• T‑3: Reminder blast.
• T‑1: “Last seats” push.
• Day‑of: Logistics & prayer.

This compresses everything, so cut the nice‑to‑haves. Solid promise + easy sign-up = ship.

Venue & Logistics (IRL)

Overwhelmed? Start small and weird. Free spots hide in plain sight.

For Shoestring Planners: Library community rooms are often free - one organizer scored one with a single email. Zero dollars, just a promise not to set anything on fire.

For Ops Captains: Venues with built‑in tech are gold. Projector already mounted? That's 45 minutes of setup you get back for sleep.

• Free/cheap: community rooms, coworking off‑hours, parks (permits!), café back rooms, that one friend's warehouse.
  Network with owners - repeat deals happen over coffee, not contracts. A library room for 20 might cost zero but needs a reservation form. Do it.

• Checklist (walk the space a week out, trust me):

  • Capacity: fits your cap + 20% wiggle room.
  • Seating: butts stay comfy for the duration.
  • Accessibility: ramps, clear paths, no “just one step” nonsense.
  • Sound: mic if you have more than 15 people or any ambient noise.
  • Light: natural is nice, adjustable is nicer.
  • Restrooms: clean, nearby, labeled.
  • Power: count outlets before you need them.
  • Wi‑Fi: test the signal; “it usually works” is a lie.
  • Parking: easy access or you'll get 12 “where do I park?” texts.
  • Signage: direct people from the door to your room without a treasure hunt.

  kitec.com.hk calls the run‑of‑show a “roadmap” for exactly this reason - clarity on shape first, details second. Walking the venue is how you spot the pieces before they crash.

• Backup kit: extension cords, power strips, tape, markers, extra pens, name tags, a phone charger you're willing to lose.
  One organizer calls this the “Oh Sh*t Kit.” It lives in their backpack and saved an event when venue Wi‑Fi died and they tethered off their phone.

Tech & Format (Online/Hybrid)

Keep it boring. Fancy tools often break under pressure - stick to what you know.

For hybrid: Pair boring Zoom with Ticketsmith. It tracks who's physical vs. virtual so you're not manually counting heads.

• Platform: Zoom or Meet. Test screenshare and recording twice.
  Stick to what you know. Add polls only if they add value, not complexity.

• Audio: Wired mic > built‑in laptop mic. Ask attendees to mute by default.
  Poor sound murders engagement. One producer spent 20 minutes troubleshooting echo only to realize their co‑host was 12 feet from the mic. Run a dry test.

• Interaction: Planned Q&A, polls, breakout rooms (one per 8–10 people max).
  Time these. Over‑relying on chat when your group is shy is a silent killer. Start with a poll: “Skill level 1–5?” Tailor on the fly.

Agenda & Roles: The Map You Don't Clutch Too Tight

A good agenda is a roadmap, not a straitjacket.

• Flow: open → core content → interactive bit → close + CTA.
  Build from welcome to peak, then wind down. Example: 10-min intro, 40-min main session, 10-min Q&A, 10-min close. Online? Cut intros to 5 - momentum matters.

• Timebox: 60–120 minutes total, with beats every 10–15 minutes.
  Respect the room's bladder and attention span. Over 120? Split it.

• Roles (even solo): host, check‑in/mod, support. Write names.
  Solo? Write “Me: Greet & Facilitate.” It's weirdly calming. For teams: “Tech Lead: Handle glitches” prevents two people fixing the same mute button. kitec.com.hk frames the ROS as the doc that “ensures everyone knows where they should be and what should happen next.” Names do that.

Run‑of‑Show: The One Doc That Keeps You Sane

Think of your ROS as the event's shared brain. Print it or share it digitally - everyone stares at the same thing, so you don't have to repeat yourself 47 times.

For bigger events: Add 5-minute buffers.
For online: Start at “Welcome,” use chat for icebreakers.
For festivals: Add sponsor slots - e.g., 7:45 PM partner spotlight - so they feel woven in, not tacked on.

For Ops Captains: Color-code by role (blue = tech checks) and share a day early. It turns chaos into a choreographed dance.

Final Planning Checklist (One Week Out)

Run through this over coffee. It's quick, and it catches the thing you absolutely would've forgotten.

• [ ] Timeline locked and shared
• [ ] Venue/tech confirmed + backup plan
• [ ] Agenda timed & flow-tested
• [ ] Roles assigned & briefed
• [ ] Materials packed (Oh Sh*t Kit included)
• [ ] Accessibility check: ramps, captions, clear instructions
• [ ] Promo materials ready (flyers, social)
• [ ] Emergency contacts listed (venue manager, tech support)
• [ ] Weather plan if outdoor (backup indoor spot)
• [ ] Set up Ticketsmith page (literally 5 minutes)

Done? Time to fill seats. Head to Marketing & Promotion. Need ticketing that matches your plan? Ticketing & Sales. For day-of ops, see Execution & Operations.