In the previous post on the event specification sheet, we discussed that the document is a communications tool. An event specification sheet contains all the important details of your event, including an hour to hour (or minute to minute) timeline. It should be shared with everyone who has any part in planning the event. This includes vendors, your venue, the conference services manager and any of your assistants that are helping with the event.
The event specification sheet has many uses, but the main purpose is to have all your details in one place. That keeps you and the people you share it with on track and organized. It is a communications tool and makes sure that all your key personnel is on the same page.
The initial document can be used to gather more information, like proposals from venues or event planners. The event specification sheet captures the scope of the event, including how many people you are expecting, how many guestrooms you will need and how much space you will need for all the event elements that your event offers.
The final document covers just about everything including your important contacts, billing information, your final agenda, event orders from the venue, and everything you have ordered from outside vendors. The advantage of having a very detailed spec sheet at your event and sharing it with your key personnel is that it will reduce the questions you face. Instead of having to come to you to find out every little detail, they can check the event specification sheet and look up the answer for themselves.
In fact, the final specification sheet is not a sheet at all. It is more like a book that should have its own binder. My Event Strategy Program includes an event specification sheet that is filled out during your initial session, based on the information we discuss. You will be able to use your event spec sheet and adapt it all throughout the planning of your event. Or, if you so choose, you can hire me to plan your event and I will update it and use it to communicate with you and your vendors to create a fabulous event you can be proud of.