When we plan events, we know:

#1:

In selecting, planning and promoting events, success is largely determined by the quality of the work we do.

#2:

When we rush ourselves we are more likely to make mistakes and reduce the quality of our work.

#3:

We all want to do quality work and are willing to follow the necessary steps to be successful.

Backwards Planning

working backward from the date of an event to plan out a working timeline for tasks

What is it?

Why do it?

• Many of us procrastinate!
• Working ahead saves money and prevents mistakes!
• Your team and advisor can better support you when there’s time to give input!

Tasks to Include in Your Plan

• Publicity Tasks letting people

know about the event

• Operational Tasks making sure the

event details are taken care

of & the artist’s needs are

met

Hotel

Room Reserved

Evaluation Completed

Budget Finalized

Contract Reviewed

Budget Outlined

Target Groups Contacted

Hang Posters

Event

Confirm Performance Space Reserved

Promo & Graphics Requested

Details on Planning Calendar

Tech Requirements Confirmed

Promo Items Chosen & Ordered

Travel Arranged

Butcher Blocks Hung

Signboards Out

Day-of Publicity

Develop Marketing Plan

Design & Create Butcher Blocks

Create Unique Publicity

Request Cash Bag

Obtain Purple Point Card

Pick up Cash Bag

Hotel

Room Reserved

Evaluation Completed

Budget Finalized

Contract Reviewed

Budget Outlined

Target Groups Contacted

Hang Posters

Event

Confirm Performance Space Reserved

Promo & Graphics Requested

Details on Planning Calendar

Tech Requirements Confirmed

Promo Items Chosen & Ordered

Travel Arranged

Butcher Blocks Hung

Signboards Out

Day-of Publicity

Develop Marketing Plan

Design & Create Butcher Blocks

Create Unique Publicity

Request Cash Bag

Obtain Purple Point Card

Pick up Cash Bag

Hotel

Room Reserved

Evaluation Completed

Budget Finalized

Budget Outlined

Target Groups Contacted

Hang Posters

Event

Confirm Performance Space Reserved

Tech Requirements Confirmed

Promo Items Chosen & Ordered

Travel Arranged

Butcher Blocks Hung

Signboards Out

Day-of Publicity

Design & Create Butcher Blocks

Create Unique Publicity

Request Cash Bag

Obtain Purple Point Card

Pick up Cash Bag

Evaluation Completed

Budget Finalized

Target Groups Contacted

Hang Posters

Event

Tech Requirements Confirmed

Travel Arranged

Butcher Blocks Hung

Signboards Out

Day-of Publicity

Design & Create Butcher Blocks

Create Unique Publicity

Request Cash Bag

Obtain Purple Point Card

Pick up Cash Bag

Evaluation Completed

Budget Finalized

Target Groups Contacted

Hang Posters

Event

Butcher Blocks Hung

Signboards Out

Day-of Publicity

Design & Create Butcher Blocks

Create Unique Publicity

Request Cash Bag

Obtain Purple Point Card

Pick up Cash Bag

Evaluation Completed

Budget Finalized

Event

Butcher Blocks Hung

Signboards Out

Day-of Publicity

Request Cash Bag

Obtain Purple Point Card

Pick up Cash Bag

Evaluation Completed

Budget Finalized

Event

Day-of Publicity

Obtain Purple Point Card

Pick up Cash Bag

Request Cash Bag

Signboards Out

Butcher Blocks Hung

Evaluation Completed

Budget Finalized

Request Cash Bag

Signboards Out

Butcher Blocks Hung

Evaluation Completed

Budget Finalized

Signboards Out

Butcher Blocks Hung

Request Cash Bag

Red – Publicity Tasks

Blue – Operational Tasks