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Event scheduling is a part of the event planning process where people determine the timing of an event, based on the constrictions and parameters associated with it. This takes place early in the planning phase, as many of the components of event planning are dependent on the schedule. Planning event timing may require input from a number of sources to determine the optimal timing.
One issue with event scheduling is who will attend, which can determine the best time for the event. Families planning weddings, for instance, may want to hold them at a time of the year when most family members would be able to take time off from work or school. For conferences, organizers do not want to schedule events in conflict with similar conferences, and may need to consider the scheduling needs of keynote speakers and attendees.
Event scheduling must also compensate for factors like weather, available facilities, staffing requirements, and other issues that may play a role in event timing. Planners may develop a list of facilities they want to consider for the event and get information about when they are available. Other events in the area can also be a concern, as they could limit hotel availability, create traffic problems, and so forth. All of these factors must go into event scheduling to increase the chances of a smooth and well-attended event.
Software programs are available to assist with event scheduling. Such programs can allow multiple people to input limiting parameters, and may generate a list of possible dates and times for an event. This can allow for detailed coordination as event organizers input information from attendees, facilities managers, and other parties who may have schedule limitations. Once a date and time are set, planners can move forward with facilities reservations, announcements, and other timing-dependent activities.
At institutional facilities like college campuses and conference centers, event scheduling and planning may be in the hands of a single office that coordinates the need for facilities. This can limit the risk of clashing events or situations like doublebooked facilities. People who want to hold events can contact the event planning department to discuss the event and any specific needs, and the planner can provide information about facilities availability. It is important to discuss technical and space requirements like the need for projection equipment and the estimated number of attendees to allow the facilities manager to pick the most appropriate location for an event.