Event Planning Support Documents 2011-2012
CRITICAL PATH
Critical Paths
The importance of a critical path:
A critical path is a key tool in planning an event. It helps to keep in creating and keeping track of
deadlines amongst group members. Critical paths are useful to pass on from year to year because they will
include all elements and steps involved in planning the specific event. This will help maintain consistency in
events and allow improvement on areas which weren’t effective.
*Critical paths can be very long; don’t be afraid to be detailed
Steps to creating a critical path:
1. Create a list of known events
a. Items to include are:
i. The date of the event,
ii. Actions that need to be taken after the event (thank you cards, evaluations)
iii. Important holidays that may affect deadlines and progress
iv. Group members anticipated absences
2. Brainstorm a list of tasks to be completed
a. Possible items
i. Finding a venue
ii. Marketing the event
iii. Finding sponsorship
iv. Food and beverage
3. Break the list into categories
4. Determine completion dates for each task
5. Assign tasks to individuals
6. Define a monitoring system including red flags and a communication system to deal with problems
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Event Planning Support Documents 2011-2012
CRITICAL PATH
Example of a Critical Path
Category
Item
Assigned
Date
Required
Comms
Data request for holiday invite
Sarah
31-Oct
Comms
Create event in Net Community
Sarah
31-Oct
Comms
Create event in Raiser's Edge
Sarah
31-Oct
Comms
Data request for second invite
Sarah
31-Oct
Comms
Data request for reminder to attend email
Sarah
31-Oct
Comms
Data request for event survey
Sarah
31-Oct
Comms
Sarah
7-Nov
Comms
Holiday invite sent
Skate with Santa signage with Canada Life logo - banner?
Corofoam?
Sarah/Erin
15-Nov
Comms
Second holiday invite sent (tentative, depending on reg. numbers)
Sarah
17-Nov
Comms
Skate with Santa reminder to attend email
Sarah
24-Nov
Comms
Event survey
Sarah
28-Nov
Comms
Event slideshow on website
Sarah
28-Nov
Food
Submit food order
Pam
15-Nov
Food
Confirm food order, delivery, site details with Food Services
Pam
24-Nov
Food
Pay Food Services
Pam
28-Nov
Logistics
Set up overview and debrief meetings for AR team to meet
Pam
20-Oct
Logistics
Review 2010 Skate with Santa event survey
Pam
20-Oct
Logistics
Look for carollers for event
Sarah
1-Nov
Logistics
Key details in event brief finalised
Pam
9-Nov
Logistics
Alumni gifts - Santa hats?
Sarah
9-Nov
Logistics
Order costumes for Santa/Mrs. Clause (if needed)
Sarah
9-Nov
Logistics
Arts and Crafts activities determined
Sarah
15-Nov
Logistics
Staff roles and responsibilities
Pam
18-Nov
Logistics
Sarah
22-Nov
Logistics
Alumni gifts - ensure gifts have arrived
Costco and/or Wal-Mart run for supplies (candy canes, crayons,
etc.)
All
24-Nov
Logistics
Update and print photo waivers
Emily
24-Nov
Logistics
Directional signage for event
Sarah
25-Nov
Logistics
AR debrief meeting
Pam
28-Nov
Other
Connect with Dinos re: Red Zone
Pam
2-Nov
Other
Invite SU and GSA Executives
Pam
4-Nov
Other
Book photographer (same as AlumNight or a student club?)
Emily
9-Nov
Other
Connect with SU re: Food Bank
Pam
28-Nov
Venue
Confirm on-site coordinator at Oval
Pam
27-Oct
Venue
Site visit (do alongside Convocation site visit)
Pam
28-Oct
Venue
Order tables and chairs from Radar's Rentals
Sarah
31-Oct
Venue
Confirm helmet and skate rental prices
Pam
7-Nov
Completed
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Event Planning Support Documents 2011-2012
CRITICAL PATH
Venue
Confirm Oval rental cost
Pam
7-Nov
Venue
Site plan
Pam
14-Nov
Venue
Confirm site requirements/restrictions with Oval
Pam
14-Nov
Venue
Pay Oval--venue, helmet, skate rentals
Pam
28-Nov
Volunteers
Call for alumni board volunteers
Pam
20-Oct
Volunteers
Call for alumni volunteers (on-campus mailing list)
Pam
31-Oct
Volunteers
Call for student volunteers (through Verlyn)
Pam
31-Oct
Volunteers
Assign volunteer roles and responsibilities
Pam
18-Nov
Volunteers
Send event details, responsibilities to volunteers
Emily
22-Nov
Volunteers
Thank you cards and gifts for volunteers
Emily
25-Nov
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