Scheduling

Scheduling is arranging the people, equipment, and supplies required for an event to be in the correct place at the correct time, and ensuring that place and time is available for that event. It also involves arranging to avoid using any of those resources more than can be reasonably accomodated given the Operations Support available.

For example, the most common failure here would be to schedule two events in the same room at the same time, or to schedule a single program participant in two different places at once, or a piece of equipment at two successive times in places so far apart the second start time would be missed. Detecting and correcting these errors and others can consume a great deal of effort.

Another common error is to schedule an event in a space that is too small to accomodate the event. Try to schedule your biggest draw events in rooms large enough that late arrivals will still be able to come in and sit. On the other hand, if you expect an event to have a small number of people in it, aim not to schedule it in too large a space. Always try to consider the draw of a particular event and the appropriate seating arrangement to support the particulars of the event. Also try not to schedule two events next to each other that might have some sort of noise or sound level conflict, as sound carries easily between adjoining rooms. Drum jams, dances and other types of music are particular concerns.

If the event requires unusual types of traffic or staging, such as an auction, a performance, a masquerade, a reception, or a dance does, you should consider that in how you have the room set up. This sort of thing may require a room change. Hopefully the facility your convention is being held in has the staff to make a change in room set-up. To make sure room changes are done on time and to maintain a good relationship with your facility staff, try to schedule at least an hour for any substantial room set-up change, and don't schedule more than one in the same time slot. A small change, such as a change of tables, podia, seating, display screen, or other equipment the program participants will use at the front of the house, can probably be accommodated during the five or ten minutes between events.

Always have your staff double-check any room set-up that is done by the hotel or conventional hall staff, especially if the facility is providing any audio-visual set-up.