Exclusive Events Project "Plus"

 

Scoping an event- Getting the Planning right : Week One

Scoping guidelines

As an event planner your role is critical to align the expectations of the client with the eventual event delivery. In doing so we deliver client satisfaction and becomes our loyal advocate - selling EXCLUSIVE EVENTS to others with high praise. In fact , any attendees of a successful event we deliver also become “sales people”.

On the other hand -mis-aligned expectation disappoint our customer. We potentially lose money in attempting to resolve disputes. Defining the scope is a neglected area in most of our events. It is however the foundation on which the schedule, budget and resource plans are built.

As an event planner these are the guidelines to follow to clearly align what the client wants with what our team can objectively deliver.


Meet with your client first and take time to listen carefully to their requirements. If you can go to the location and take photographs for the files for future reference.

Once you have undertaken that initial step -prepare you scoping document detailing clearly:

  • The high level processes that are involved and then the sub processes(there may be several).
  • What processes or activities are not included
  • What resources are required (including human, material and technological)

Take the time to workshop the scope with client and internal team to make sure there is a shared understanding.

The project scope document must be sent for review internally and to client to establish that there is no overlap with any other current / proposed event and that all relevant business units have been included and revised accordingly. Use version control for the documents.

The final scope document must be signed off by business and client to set the deliverables as the contractual obligations.

As an event planner your role is critical to align the expectations of the client with the eventual event delivery. In doing so we deliver client satisfaction and becomes our loyal advocate - selling EXCLUSIVE EVENTS to others with high praise. In fact , any attendees of a successful event we deliver also become “sales people”.

On the other hand -mis-aligned expectation disappoint our customer. We potentially lose money in attempting to resolve disputes. Defining the scope is a neglected area in most of our events. It is however the foundation on which the schedule, budget and resource plans are built.

As an event planner these are the guidelines to follow to clearly align what the client wants with what our team can objectively deliver.


Meet with your client first and take time to listen carefully to their requirements. If you can go to the location and take photographs for the files for future reference.

Once you have undertaken that initial step -prepare you scoping document detailing clearly:

  • The high level processes that are involved and then the sub processes(there may be several).
  • What processes or activities are not included
  • What resources are required (including human, material and technological)

Take the time to workshop the scope with client and internal team to make sure there is a shared understanding.

The project scope document must be sent for review internally and to client to establish that there is no overlap with any other current / proposed event and that all relevant business units have been included and revised accordingly. Use version control for the documents.

The final scope document must be signed off by business and client to set the deliverables as the contractual obligations.

Planning a project 

Watch the video to get some quick ideas on planning



Example of a wedding scope

laurel-wedding-planning-scope-statement

To create the best plan for an event is necessary to meet with the client:

  • After the internal business units have compiled the first version of the plan
  • Before the internal business units start compiling the first version of the plan
  • At a meeting when you business units have compiled a "best version" for the customer to sign off
  • The client should be part of every meeting preparing the plan

Creating the best project plan : Week Two

Planning and scope

laurel-wedding-planning-scope-statement

Preparing a project plan from a scope

Using the scope for the wedding - draft a plan to present to our internal team

Draft a plan using the scope for our own event team