Offline Activities Execution Table (SOP)

The organization of an offline event is much more complicated than that of an online event. There are various materials to prepare, and different people are responsible for completing each link.

Sometimes the number of executive staff at the event site is very limited, and they have to perform multiple duties and complete multiple tasks to ensure the smooth delivery of the event. This requires very high personal qualities, and in reality we will always have omissions.

At this time, we need a good set of tools to help us transfer the various things in our minds onto paper, and then we can manage the activities.

There are three tables: execution table, material table, and preparation table.

1. Execution table

How can we ensure that everyone completes their work in an orderly manner on the day of the event? It depends on the execution table.

The execution table is a flow chart of everything that will happen on the day of the event. As the organizer of the event, you should write down every link in your mind in the table in advance and arrange the executors of each link.

All staff members on that day need to have a copy of this form.

This table may look a little complicated, but the information in each column is crucial to completing an activity.

1. Phase

The most basic modules on the day of the event include:

• notify;
• Activity preparation;
• Sign in;
• Formal events;
• The event ends and ends;
• If there are additional links, you can add them, such as taking photos, communication, recruitment and conversion, etc.

2. Time

When organizing an event, it is often necessary to adjust the timing of some links, which means the timing of the entire event needs to be adjusted accordingly, which is very troublesome. How to quickly adjust the timing of the entire process? This is where the beauty of the three-column timetable comes into play. Use 3 columns to write the time, namely the start time, duration and end time.

The "end time" is completed using the formula in Excel, and enter "=start time cell position + end time cell position" in the table. This function can also be used in online documents (Tencent Docs, Graphite Docs, and Feishu Docs).

If it is a continuous activity process, the start time of the activity can be written using the formula "= the end time of the previous process". In this way, after modifying the duration of any link in the activity, all start times and end times will be automatically adjusted without manual adjustment, which is very convenient.

3. Work content

At the event site, sometimes there was no one at some posts, and sometimes everyone gathered together to do one thing. At this time, the division of work content is very important. Here, the work content in each module is broken down into individual items and then listed into a list. Each job must be done by someone in a corresponding position, so the responsibilities will be very clear.

4. Working point

There are often many locations at an event, and if it involves recruiting volunteers or temporary staff, they may not be clear about the functions of the venue. Therefore, it is necessary to clearly mark the work location of each task.

The work locations here include not only offline venues, but also online virtual locations. For example: sending notifications in WeChat groups, pushing text messages in the activity management background, etc.

5. Position and person in charge

Why do we have to write the position and the responsible person separately? Because sometimes the same person has multiple positions. Or in the same link, different responsible persons have to participate in this work.

How can we get everyone to quickly collaborate on an activity? Leaving everyone's phone number directly in the execution form can help everyone get in touch quickly.

6. Work details

We write the specific operation process and action requirements here.

How can we make others understand our requirements clearly? That is, when writing the details, you must write the specific quantities to avoid having no regulations in place. For example, when we ask the photographer to take photos of the guests present, we can write more specifically "Take a half-body photo of each guest looking towards the camera, and then take a full-body photo."

7. Materials

In every link involving materials, we can mark the materials clearly so that they can be checked at any time.

8. Notes

Here you can mark some notes, such as:

• Do you want to adjust the lighting?
• Whether to hand items to guests;
• Whether to adjust the position of tables and chairs;
• …

2. Material List

An event requires at least 20 to 30 materials, and sometimes even hundreds. How to be organized when preparing? This bill of materials must be used well.

In addition to the conventional material name, specification, and quantity, we have also added "material type", "usage scenario", and "responsible person" to this table.

1. Why are material types divided into physical materials and electronic materials?

Now when we organize activities, in addition to physical items, we sometimes also use a lot of electronic materials such as pictures, PPTs, etc. that are related to online communication. These also need to be planned in advance.

2. Why shouldn’t we combine like terms?

When making tables, we often merge the same content into one table. This makes it easy to see when displaying, but it makes it difficult to change and sort.

If each column is separated, it can be filtered and sorted according to different needs.

3. Preparation Table

There are often many things to do and prepare in the early stages of preparation. In order to ensure everyone's progress, a preparation table can be used.

The preparation table includes: tasks, priorities, status, responsible persons, and deadlines.

In a shared document, everyone can change their status after completing the task.

With these three tables, you can easily complete the process preparation and execution of normal activities.

Help you better convey brand value in offline activities and make users become your real friends.

Author: Yi Ting

Source: Yiting