Revisit and rework

When we finished brainstorming the requirements, we thought we had listed every possible requirement. When we looked at the classifications we thought we had identified all of them too. However, the simple act of collating them and bringing them together on the flip-chart pages has shown us a lot of gaps already:

• The ‘staff’ classification has no requirements shown, but we clearly need staff with different skills and abilities.
• The only requirement listed under the ‘site’ classification is ‘rubbish skips’, but we need more than a few rubbish skips to provide the optimum site!
• Under the classification ‘transport’, we have transport, double-decker bus and a hire van. Do we need a van and a bus? Do we need a van at all? Perhaps we should have explained why we wanted them at the time we listed them? Further discussion is necessary.
• Under the ‘equipment’ classification we only have loudspeakers and we surely need more equipment than that?
• Under the ‘food sales’ classification we have ‘food’. Do we want to get involved in food, or are we only really interested in getting some mobile food sales vans come onto the site, so we don’t have to worry about food and cooking? More consideration is needed.
• More interestingly we have the requirements of good weather, celebrity guest, team uniform and the ice-cream van left and not assigned to any classification. Do we need more classifications?

You must now discuss the requirements and classifications again and start filling in the gaps. For example under ‘staff’, we need people on the gates, people in the car parks, people for first aid, somebody to count the money etc.

Looking at the wider picture, we can also question what we have at the moment, should we have an ‘accommodation’ classification, which will include tents, trailers, Portakabins™ etc?

After further discussion, under the ‘site’ classification, we need fences, car parks, signs, electricity, toilets, good road and rail access, wide gates, etc.

Perhaps we even need a new classification of ‘pre-requisites’, which will include a celebrity guest and good weather?

Repeat and add things

You must rework this process now. Don’t expect to finish it in one day. Having the requirements for each classification on a separate flip-chart sheet allows you to put the sheets away easily and safely, without losing or mixing up the Post-it® notes. (Don’t roll the sheets up if you don’t have to – it works a lot better if you store them flat.)

Come back and repeat the process when you are fresh, and even invite a few new members to review and brainstorm with you. Remember your option to diversify, and the possible benefits of doing so. Check with specialists, until you think you have listed everything you will need.

Search the Internet, library or telephone books for ‘reindeer rentals’, if that is still outstanding, and keep looking until you get the answers to your questions. Discuss the requirements with the local authority, emergency services and the health and safety executive, heed their advice and make the additions to your requirements and classifications that they will almost certainly raise.

When you finally have a complete list of classifications and requirements, make some lists. These lists will form a basic building block for your event. They are important and will be more useful if they are created using a word processor so that You can cut, paste and amend them at later stages.

Remember, too, that some aspects are critical, while others are incidental. If you can get everything other than a site – there is no event. If you have everything but not enough exhibitors, who wants to come to a wonderful well-staffed site with no or displays? If you have everything except an ice-cream van – does that really matter?

Confirmation of your event type

When you started reviewing your event requirements, you had an event type in mind and a one-page event outline. On completion of this process of defining requirements and classifications, you should have compiled a substantial list showing what you need to deliver your event. Though that proposed ‘Reindeer Rodeo’ might have attracted the crowds, your analysis and discussion showed you that you could not organise and deliver it. If you find yourself in this position – go back and select a new event type and start the process again.

Don’t book anything yet!

Remember that this is only an investigation at the moment. Don’t commit to anything. Don’t spend any money yet, because at a later stage there may be major problems that prevent the event from taking place. If that happens and you have started ordering things and making bookings, you may find yourself liable to pay cancellation fees. Wait until you are quite sure that it will be possible and/or profitable to run the event.