The KE Way Stage 3: Building the Blueprint for a Seamless Event
Introducing The KE Way Stage 3: Event Planning
FROM PLAN TO ACTION
At this point in the KE Way, we’ve launched the project and aligned on strategy. Now comes the most hands-on, detail-rich phase: Event Planning.
This is where your event begins to take real shape. We’re not just thinking through possibilities—we’re making decisions, creating documents, booking vendors, and getting every moving part into motion. This stage is the foundation for everything that follows, and it’s where the bulk of our time and coordination takes place
WHAT IS THE EVENT PLANNING STAGE?
Event Planning is Stage 3 of the KE Way—the phase where strategy turns into logistics. We build the structure that will carry the event through production, event week, and beyond. There’s a lot to track and manage here, but this is our zone. We’ve done this hundreds of times, and we have systems to make the complex feel simple, for both our team and the client.
During this stage, we:
Build and manage the task list and working budget
Draft and iterate the day-of timeline
Launch registration and monitor signups
Confirm vendors and coordinate staffing
Manage union labor and AV needs
Begin building the Master Show Book
Support speakers and sponsors
Hold a formal midpoint check-in with the client
And much more!
WHAT HAPPENS DURING THIS STAGE?
This is typically the longest and busiest stage of the KE Way. While exact timing varies by event, this phase can span anywhere from several weeks to a few months. Our focus is on maintaining steady and aligned progress, making informed decisions early, flagging potential blockers, and ensuring that nothing falls through the cracks.
Here’s what we’re tackling behind the scenes:
Build the Task Manager
This custom-built project tracker helps us (and the client) stay on top of every deliverable, deadline, and decision. It includes:
Assignments
Due dates
Status updates
Internal vs. client responsibilities
We live in this doc during planning.
Develop the Event Budget
This is a real-time, transparent document we build and maintain throughout planning. It includes:
Vendor quotes and confirmed costs
Estimated vs. actuals
Notes on decisions or budget trade-offs
We keep the client informed and confident about where things stand.
Identify & Confirm Vendors
We help source, vet, and confirm all necessary vendors, including:
Catering
Rentals
Floral/decor
Entertainment
Transportation
Off-site venues and activities
We handle outreach, proposals, and scope reviews and flag any red flags early.
Begin Speaker & Sponsor Management
We begin structured outreach and prep for:
Speakers:
Confirm bios, headshots, and session details
Coordinate prep calls and tech checks
Manage slides and AV needs
Outline run-of-show expectations
Sponsors:
Track fulfillment of benefits
Coordinate signage, logos, and print materials
Align sponsor activations with the overall flow
Draft the Day-of Timeline
This starts as a working draft and evolves into a comprehensive, minute-by-minute event flow. It includes:
Load-in/load-out
Rehearsals and AV checks
Stage cues
Catering, transitions, and breaks
Speaker and Emcee Timing
This document becomes the foundation for onsite coordination.
Coordinate Union Labor & AV Staffing
For venues with union requirements or events with significant production needs, we:
Identify labor categories and deadlines
Coordinate with labor brokers or reps
Build staffing plans and tech schedules
Confirm AV crew needs based on the show flow
We know how to navigate these complexities and advocate for a smooth, respectful process.
Draft the Day-of Timeline
This starts as a working draft and evolves into a comprehensive, minute-by-minute event flow. It includes:
Load-in/load-out
Rehearsals and AV checks
Stage cues
Catering, transitions, and breaks
Speaker and emcee timing
This document becomes the foundation for onsite coordination.
Build the Master Show Book
We begin assembling the pieces of the event’s most critical planning tool. The Show Book will ultimately include:
The day-of timeline
Staffing plans and call sheets
Vendor contact info
Floor plans and venue maps
Signage guides
Scripts and talking points
It becomes the document we live by during the show.
Midpoint Client Check-In
Roughly halfway through this stage, we host a structured client meeting to:
Review current status and priorities
Share the draft timeline and budget
Highlight any decisions or blockers
Reconfirm goals and tone
Answer questions and align on next steps
It’s a great moment to pause, reflect, and shift into the final phase of planning with confidence.
WHEN DOES EVENT PLANNING END?
Event Planning wraps when all the key puzzle pieces are in place:
Vendors are confirmed
Registration is running smoothly
The show book is well underway
We’ve aligned on the show flow
Clients are feeling clear, informed, and supported
Once we hit this milestone, we shift into Stage 4: Production, where the plan is executed and every detail is double-checked before event week. We’ll lock in logistics, lead final walkthroughs and meetings, and prep everything for the onsite team. Stay tuned for how we bring it all together before the big day.
Ready to bring your vision to life? Let’s get started.
Maggie Kennedy
Maggie Kennedy is the co-owner of Kennedy Events is a large-scale event management company based in San Francisco, Los Angeles, and New York City. Our team creates stress-free conferences and events with a positive impact, which allow our clients to resonate with their audience. Kennedy Events specializes in producing flawless product launches, award ceremonies, fundraisers and multi-day conferences while keeping our eye on retention and engagement goals.
About Kennedy Events
Kennedy Events began in 2000 with one goal in mind—to produce corporate events with just as much strategy as style. Since then, Paige, Maggie, and their team have built one of the most sought after corporate event companies in San Francisco, New York, and Los Angeles.
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