Event Planning & Threading

In my October Blog Stats & Review post I mentioned that by night I’m an event planner.  Part of the reason my stats dropped off was because I was planning the decor for this HUGE event.  Let me tell you this was an event that took every piece of me.. ENTER THE BUJO.

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Planning an event can be super stressful. But staying organized and on top of your tasks can largely take that stress away.  So I wanted to share with you how I used my BuJo to plan this event.

First, let me start of by giving you a little background on the event itself. I was in charge of handling the decor for a fundraising event for a local high school.  Each year they pick a theme and completely transform the gym of the school into this theme.  For 2016 it was Alice in Wonderland. (To view photos from this event, click here.)

Since this spanned a few months of planning and preparation I used the concept of “threading” to keep my thoughts and plans organized in my bullet journal.  But more on that in a second.

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In college I took a project management class, and I love charts.  One of the things we learned to do in regards to project planning was creating Gantt charts.  This is my BuJo version.  You basically break your project down into tasks (which can then be broken down into more tasks) and create a timeline, and then color code for progress.  If you’re behind use red, if on time but still in progress use yellow, if done use green.

Okay so back to threading… notice on the bottom corner of the page you see the “47” as the page number, but then I’ve written in an > along with “p.48.” Generally you don’t “thread” your pages unless you’ll be skipping to a page that is not consecutive to the page you’re currently on, but I wanted to keep consistent with all of my planning pages for the event.

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So the next page in my bullet journal that deals with this event is page 48.

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The event had 4 major sections.  A garden, the Rabbit hole, the woods/maze and the stage.  I used washi to separate the page into 4 sections and then made lists of everything I needed to create for that space.

Now, this page gives a better example of threading.  See the “> p. 66”?  Since page 49 I had already used to go back to my general life planning, the next open page when I needed to start writing things down for this event again was page 66.  That’s where threading really thrives.

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I created this chart in my journal (which actually spans about 4 page spreads) to track all of the tasks I needed to accomplish, along with the date I wanted it completed by and if I was done with it or not.  Since I had SOOO many tasks, I started highlighting them when I completed them. It was so much easier for me to find the uncompleted tasks that way. If a task ever became irrelevant, I would just cross off the entire line.

I also created the sticky notes that allowed me 6 tasks.  I worked on prep for this event daily for about a month.  Those 6 tasks were given a date, and those were the 6 tasks I wanted to completed that day.  I X’d them off once I did them.  Generally, I had those sticky notes attached to my daily planning page for that day.

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Once I reached the point where I needed to make task lists for the actual set up days, I created a full page for each of the 4 major sections of the event.  I added in diagrams of the space with washi tape that folded over to save space.

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This had been my original vision for the hedge maze, but it didn’t end up looking exactly like that.

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