What is a road map?
A road map is a written scenario of your event. It is a manual that describes in detail, step by step, what everybody has to do and when. This will make your event run smoothly.
Why do you need a road map?
The road map shows what can go wrong during the event. Are there any weak points? It will allow you to detect any conflicts early on, such as overlapping sessions or participants and speakers not having enough time to go from one room to another.
Everybody knows what is expected of them before, during and after the event. It all comes down to having the right person in the right place at the right time.
How to draw up a road map?
The road map chronologically describes everything that happens during the event. The event programme is your starting point. Use it to determine the timing for everyone involved. When doing so, remember to include all parties: suppliers, caterers, employees, etc.
Appoint a contact person or responsible for addressing any question or problem that may arise. This will allow you to monitor your event closely. Make sure the road map clearly states this person’s contact details.
If you are organizing a sizeable event, you may consider appointing a responsible for each section, e.g. catering, suppliers, welcoming guests and speakers. Each of these sections requires a different approach.
Communication is essential. Make sure that everybody has read and understood the road map. Only then can you be sure that everyone will do what is expected of them and that the event will run smoothly. Communicate well in advance with everyone involved, so that you can process their feedback in the final version of your road map. And finally: give your most important employees a paper version of the road map, so that they can consult it during the event.
Download a road map template
Download Meeting in Brugge’s road map template here.