Set your planning framework.

Three main things to do here

#1 Pick up the customer group you are planning for - such as: spectators, media, teams, partners, volunteers.

There are different "customers" with different needs. You may want to plan their experience for each group separately.

#2 Split your customers' event journey to smaller stages. (f.ex ticketing, arrival to city, entering venue, eat and drink).

Planning your customers' exprience along their event journey gives you efficient tool to design and monitor customer experience better.

#3 Each stage consists of smaller and more detailed steps that you need to provide to your customers.

The smaller pieces you break your stages, the easier the planning process is. Just add (or share this task to others) resources you need to provide in order to complete the task as you wish.

Storyboard is your place for event design.

Storyboard

Storyboard is like a book. Or a canvas of your painting work. Or a movie you write.

Storyboard = customer group

There are different "customers" with different needs and goals toward your event. Proven shortcut to exceptional customer experience is to plan your event for your customers. A same service or set up does not fit perfect to teams, media or spectators at the same (if organizing a sports event). But designing the same service or set up separately to each of these gives you better results.

Or plan your own way

You may wish to categorize your plan from different point-of-view as well. Perhaps you want to name your storyboards according to some entities within your event. Like events within main event, such as Exhibition, Main Stage Event, The Show or Fan Zone. The thing with storyboard is that this should be the biggest frame of your event. With stages and steps you divide these into smaller pieces, which help you in your planning work.

examples of storyboards

Spectators, Home Fans, Away fans, Disabled guests, Guests with children, VIP guests, Hospitality Customers, Special guests, Stakeholders, Sponsors, Partners, Friends&Family (of stars), Teams, Players, Artists, Service Staff, Volunteers, Suppliers, Media, Photo, TV Production crew, Federations, You name it. .

Stage

Stage is like a part in a book. Or outlines of your painting. Or a scheme within your movie.

It’s up to you how you design your stages

Split your customers' event journey into smaller stages. Planning your customers' exprience along their event journey gives you efficient tool to design and monitor customer experience better. Or break your big frame (storyboard) into smaller pieces your way. The bigger the event the more stages you really provide to your guests.

Example: Arrival to event city (stage)

Arrival to event city might be a stage. Or you might want to consider more detailed thinking like: Arrival by airplane, Arrival by car, Arrival by train, Arrival by metro, Arrival by walk, Arrival by bike, Arrival by charter bus, Arrival by bus, Arrival in disabled parking, Arrival by camper or caravan, Arrival by Taxi or Uber, VIP Parking. You are the one who decides the framework of your event design - How deep you wanna go?

More examples of stages

Arrival in airport, Parking,, Event Camping, Parking, Ticketing, Entrance to venue, Cloak Room, Spectator info, VIP Services, Street Food, Match/Concert, Meet&Greet, Digital Services, Entertainment Stage, Entertainers, Dining, Entrance to Grandstand, Expo Area, Public Ceremonies etc. You name it.

Step

Step is a like a chapter in a part in a book. Or a coloring of your outlines within a specific canvas. Or a discrete stage in your movie project.

It’s up to you how you design your steps

Each stage consists of smaller and more detailed steps that you need to provide to your customers/guests. The smaller pieces you break your stages, the easier the planning process is. Just add (or share this task to others) resources you need to provide in order to complete the task as you wish.

Example: Arrival by car at Park-and-ride

Steps included: #1 Find parking area #2 Enter parking area #3 Follow guiding to a parking lot #4 Park car #5 Purchase parking ticket #6 Find your way to shuttle bus #7 Go to toilet #8 Buy a take-away coffee #9 Get to Shuttle bus pick-up area #10 Queue for your bus #11 Get onboard (to bus) #12 Ride to venue by bus #13 Use Event App while in shuttle bus #14 Move Forward (to next step like entering the venue)

#2 Self-registration at info kiosk (example)

#3 Identification at media service desk (example)

#4 Receiving accreditation / access card

#5 Leaving camera equipment in media locker room

#6 Entering inside the event venue with access card (example)

Examples of designing an event framework in practice.

Pick up the customer group you are planning for
There are different "customers" with different needs in all events. Customer groups s such as spectators, media, teams, partners or volunteers. You may want to plan their experience for each group separately.

2. Split your customers' event journey to smaller stages

Planning your customers' exprience along their event journey gives you efficient tool to design and monitor customer experience better. Use stages such as ticketing, arrival to city, entering venue, eat and drink

.

3. Each stage consists of smaller and more detailed steps that you need to provide to your customers.