An event specification sheet or guide is a document that professional meeting and event planners use to communicate key information. It details what, who, where and how of your event. For instance, it should include your contact information, what kind of event you are planning and who your attendees are.
It should also include your event timeline. Write out exactly what happens hour to hour (and sometimes minute to minute) at your event. Start with breakfast if it is something that is part of your event. If not, start with the first portion of your event. Be sure to schedule in breaks and breakouts if you are adding those. For each event segment, add how many people you are expecting and how you want the room to set up.
Don’t worry if initially all the information is based on guess work. The document should be a living creature. The event specs get updated each time there is a change in the event. If you have ever planned an event, you know how often that is. But that’s ok, as you get closer and closer to the event, the event specs become more accurate, until it becomes your event “bible” on event day.
If you hire an event planner, ask if they will create an event specification guide or resume for your event. If they will not, or are not sure what it is, run the other way!
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.