The document outlines the importance of creating an event protocol, emphasizing clear guidelines, effective planning, and coordination among stakeholders. It details steps to write a protocol, including defining the event's purpose, establishing roles, creating timelines, planning logistics, and developing contingency plans. Ultimately, a well-structured protocol enhances professionalism, resource management, and serves as a reference for future events.

1. P R E P A R E D B Y :
P R O F . ( D R . ) S H E E L U S I N G H B H A T I A
HOW TO WRITE AN EFFECTIVE
PROTOCOL FOR AN UPCOMING
EVENT

2. IMPORTANCE
Here are some of the key reasons why having a protocol is important:
 Clear Guidelines: A protocol provides clear guidelines and
instructions for organizing and executing the event. It serves as a
roadmap for all the involved individuals, ensuring that everyone
understands their roles, responsibilities, and the sequence of
activities to be followed.
 Effective Planning: Writing a protocol requires careful planning
and consideration of all the necessary details, including logistics,
timelines, and communication channels. This helps in identifying
potential challenges and addressing them proactively, leading to
more effective event planning.
 Coordination and Collaboration: An event protocol facilitates
coordination and collaboration among different stakeholders
involved in the event. It establishes communication channels,
assigns responsibilities, and ensures that everyone is on the same
page. This helps in streamlining the planning and execution
processes, reducing confusion and misunderstandings.

3. IMPORTANCE (contd....)
 Efficient Resource Management: By outlining the logistical requirements and
developing a budget, a protocol enables efficient resource management. It helps in
estimating the costs, allocating resources effectively, and tracking expenses
throughout the event planning process. This ensures that resources are utilized
optimally, reducing the risk of overspending or shortages.
 Risk Mitigation: A protocol allows for the identification and mitigation of potential
risks and challenges. By considering various contingencies and developing backup
plans, the protocol helps in minimizing the impact of unforeseen circumstances. This
can include technical failures, weather disruptions, participant emergencies, or other
unexpected situations.
 Professionalism and Consistency: Having a protocol for an event demonstrates
professionalism and attention to detail. It ensures that the event is organized in a
consistent manner, adhering to standard procedures and best practices. This
enhances the overall experience for participants, sponsors, and other stakeholders,
leaving a positive impression of the event.
 Documentation and Reference: A protocol serves as a valuable document for
future reference. It captures all the essential information and decisions made during
the planning process, making it easier to replicate or improve upon the event in
subsequent years. It also acts as a reference point for evaluating the success of the
event and identifying areas for improvement.

4. Steps to Write a Protocol
 Define the Purpose and Scope:
Start by clearly defining the purpose of the event or
activity. Determine its objectives, expected outcomes,
and the scope of the protocol. This will help you
establish a clear direction for the document.

5. Identify Key Roles and Responsibilities
Make a list of the key individuals or groups involved in
organizing and executing the event. Identify their roles
and responsibilities, including event coordinators,
volunteers, speakers, sponsors, and any other relevant
parties.

6. Create an Event Timeline
Develop a detailed timeline that outlines all the
important milestones and deadlines leading up to the
event. This should include tasks such as venue
booking, marketing and promotion, participant
registration, logistical arrangements, and any other
essential activities.

7. Establish Communication Channels
Determine the communication channels and tools that
will be used for coordination and information sharing.
This can include email, phone calls, online
collaboration platforms, or project management
software. Clearly state the preferred methods of
communication for different aspects of the event.

8. Plan the Logistics
Identify all the logistical requirements for the event,
such as venue selection, transportation,
accommodation, equipment, catering, and security.
Specify who will be responsible for each aspect and
outline the necessary steps to secure and manage these
logistics.

9. Develop a Budget
Create a comprehensive budget that covers all the
expected expenses and potential sources of revenue for
the event. This should include estimates for venue
costs, marketing expenses, speaker fees, catering,
printing materials, and any other relevant items. Also,
establish a process for tracking and managing the
budget throughout the event planning process.

10. Outline the Event Program
Design a detailed program for the event or activity,
including the schedule, agenda, and any sub-events or
sessions. Specify the topics, speakers, duration, and
any other relevant information. Ensure that the
program aligns with the objectives of the event and
allows sufficient time for breaks, networking, and
other necessary activities.

11. Plan for Contingencies
Anticipate potential risks and challenges that may
arise during the event and develop contingency plans
to address them. This can include backup plans for
technical failures, alternative venues, emergency
procedures, and communication protocols during
unexpected situations.

12. Include Documentation and Templates
Provide relevant documents, templates, and forms that
will be required for the event. This may include
registration forms, speaker agreements, evaluation
forms, and other necessary paperwork. Ensure that
these documents are easily accessible to the
appropriate individuals involved in the event.

13. Review and Finalize
Once the protocol is drafted, review it thoroughly for
accuracy, clarity, and completeness. Seek input and
feedback from other stakeholders to ensure that all
important aspects are covered. Make necessary
revisions and obtain final approval before distributing
the protocol to all involved parties.

14. CONCLUSION
 In summary, a protocol for an upcoming event is
important because it provides clear guidelines,
facilitates effective planning and coordination,
ensures efficient resource management, mitigates
risks, demonstrates professionalism, and serves as a
valuable reference for future events. It is a vital tool
for organizing successful and well-executed events.