Operations Playbook — Master Timeline

Event Planning
Timeline Overview

A visual overview of all five phases mapped against the event timeline — from T-12 months through to T+1 month post-event. BCP activities run in parallel throughout.

T-12M
T-9M
T-6M
T-3M
T-4W
T-1D
Event
T+1M
Phase 1 — Strategic Preparation
1.1 Strategic Planning & Objective Setting
1.2 Visa, Entry & Compliance
1.3 Venue Selection & Booking
1.4 Accommodation & Transportation
1.5 Vendor & Partner Management
1.6 Technology & AV Infrastructure
Phase 2 — Pre-Event Readiness
2.1 Attendee Communication & Briefing
2.2 Cultural Preparation for All Stakeholders
2.3 Run-of-Show & Logistics Confirmation
2.4 Catering & Dietary Management
Phase 3 — On-Site Execution
3.1 Arrival & Airport Welcome
3.2 Welcome Packet & Onboarding
3.3 Event Day Operations
3.4 Hosted Dining & Entertainment
Phase 4 — Post-Event Follow-Up
4.1 Immediate Follow-Up (T+48 Hours)
4.2 Internal De-brief & Lessons Learned
4.3 Long-Term Relationship Management
Phase 5 — BCP & Crisis Management
5.1 Risk Assessment Framework
5.2 Contingency Plans by Risk Category
5.3 Crisis Communication Protocol
5.4 Emergency Resources & Kit
Legend:
Phase 1
Phase 2
Phase 3
Phase 4
Phase 5
Event Day

T-12 Months

Objectives defined, budget approved, venue search begins

T-6 Months

Venue confirmed, hotel blocks secured, vendors engaged

T-4 Weeks

Pre-arrival info packs sent, run-of-show finalized

T+1 Month

De-brief complete, KPIs reported, relationships maintained