Introduction

Scoping and planning an event can be described as the execution of high level tasks needed to set the stage, give policy direction, and assign key individuals to carry out the plan.

Scoping and planning an event often is the function of a Steering Committee for a conference. If an event is a day or less, one person may perform the function. Always address these issues, whether by committee for a large event, two or three people for a middle size event, or as an individual for a small event.

The purpose of an event could be to educate and train, to accomplish a problem solving or planning mission, or to give informational briefings. A conference may serve more than one of these purposes. Informal face-to-face exchanges are a vital part of an event. An event provides an opportunity for synergy and breakthrough thinking to develop among participants.

This chapter covers the topics that create the foundation for successful development and implementation of events.

Table of contents

This chapter includes the following topics.

Topic

See Page

Documenting the Business Need

9

Linking Purpose and Theme

11

Defining and Analyzing the Target Audience

15

Writing Objectives

19

Listing Topics

21

Assigning Resources

24

Ensuring Safety and Security

25

Milestone chart

The milestone chart covers activities a Steering Committee usually performs. This chart deals with scoping and planning activities only. Complete milestone charts for large and small events are in chapter 2, Overview.

Task

Responsible

Prior to the event

Due Date

Determine that an event may be needed.

Manager(s)

9 to 12 months

Recruit a Steering Committee, including Program, Logistics, and Communications. Appoint Steering Committee chair(s).

Manager(s)

9 to 12 months

Write the business needs.

Committee

9 to 12 months

Write the purpose statement.

Committee

9 to 12 months

Develop a theme and get management buy-off.

Committee

9 to 12 months

Analyze the audience. Specify any criteria for participation.

Committee

9 to 12 months

Define the program’s major ingredients.

Committee

9 to 12 months

Write the objectives the event is to achieve.

Committee

9 to 12 months

Establish the budget.

Committee

9 to 12 months

Prepare a high level milestone chart for Program, Logistics, and Communications.

Committee members

9 to 12 months

List event evaluation criteria.

Committee

9 to 12 months

Schedule status and review meetings.

Committee

9 to 12 months

State date or location restraints and recommendations. Define the time line.

Committee

9 to 12 months

Give the Program Committee safety and security issues.

Committee

9 to 12 months