What Is an SOP & Why Your Event Needs One

A Step-by-Step Guide

By Kasey Kelly

Have you ever experienced the chaos of trying to manage an event without a clear plan in place? I’m sure you have and if this scenario is all too familiar, then it’s time for you to consider setting up standardized operating procedures (SOPs) for your event - and no, I’m not talking about those bureaucratic requirements used in corporate organizations. An SOP can be created quickly and easily with simple steps that allow you to maintain organization during set up and tear down of your events. In this article, we’ll explore what an SOP is and why it can be so beneficial for your event planning process. Ready to dive deeper into the world of SOPs? Let’s go!

Picture this: you’re gearing up for your big event, everything is in order, except for one thing - a pandemic suddenly drops into your lap. Just like that, half your staff is out sick, and you’re caught off guard. But fear not! With a solid set of SOPs in place, you can still have a successful event. Without one you are caught in a maelstrom of “What Do I Do Now?!? So and so always does this job and now we have to reinvent the wheel.” Okay, so maybe it doesn’t have to be a worldwide catastrophe that catches you off guard, but there are plenty of mundane showstoppers out there just waiting to poke their noses into your business. How about if the company that manages your venue is suddenly dismissed… all of them. Poof! Gone! Now you’re left with empty halls and the logistical nightmare of how to fill them. The people that have always run things are no longer employed or available to ask questions to. The one guy that knew everything is basking on a beach somewhere in the sun sucking on a Mai Thai. Again, having those SOPs will go a long way to help you salvage your peace of mind and calm your nerves. You may still have a lot of hard work to do, but at least you have a road map to get there.

It’s easy to see that there are countless things that could go wrong when you are planning an event but just having that plan in place can make all the difference. So why not give yourself some peace of mind and make those SOPs a priority?

If You Fail to Plan, You Are Planning to Fail - Benjamin Franklin

At its core, either an event or a business is a series of processes. Whether large or small. If there’s one document that should be the go-to for how to get things done, it’s a standard operating procedure, or SOP. An SOP can be a powerful tool for making sure everyone understands their role when it comes to hosting an event. Not only does it make it easier to delegate tasks, but it also ensures that each person is aware of the goals and expectations of the event. And with proper implementation and maintenance, you can create an effective SOP that will benefit both you and your audience. Every detail of your event matters, from the initial concept all the way to cleanup post-event. Having an SOP in place helps keep everybody organized and on track. This isn’t just useful for more complex events; even simple affairs could benefit from having a basic framework in this form. It gives you direction, focus, and structure. As long as you have taken into account user input and feedback along the way, chances are you’ll have a successful event next time around!

Alright, so we know what it is and why we need it. Now we’re wondering how the heck we’re supposed to write one. It’s pretty simple! You just need to start with a basic form that outlines the “what, where, when, why, and how” of your process. Make sure to include all the nitty-gritty details like equipment needed, volunteer/ staff responsibilities, timelines, and budgets. The more you list out, the better. And here’s the best part: your SOP is a living document that can be updated and changed as needed. Don’t be intimidated - start with a simple process like “how to get ice for an event” and work your way up from there. Trust me, once you’ve got one in place, you’ll feel like a weight has been lifted off your shoulders. Here is a simple example.

So, you’ve got your shiny new SOP all typed up and ready for action. Now what? Well, the first thing you want to do is make sure you’ve got it handy where you’ll need it most.

I would strongly suggest having both a printed and digital copy. And while we’re speaking of having a digital copy, make sure that you save your document as a PDF. Not only will it preserve all your hard work, but it’ll also keep others from making accidental changes. Trust me, you don’t want someone to “accidentally” delete a crucial step. Overall, the key to implementing your SOP is to make sure it’s clear, accessible, and always available when you need it. I would suggest saving a copy on a drive that everyone can access, and a private copy so you can replace the other one if you need to.

Plans are of little importance, but planning is essential. - Winston Churchill

With each step clearly listed out, completing tasks should be a breeze. Of course, there’s always a chance of running into unexpected obstacles, but that’s where documentation comes in. Just add any necessary changes to the SOP document and keep on moving. As your event grows and evolves, so will your SOPs, so don’t be afraid to switch things up. Don’t limit yourself to your SOP - just because something isn’t listed doesn’t mean it can’t be done.

Don’t try and bite off too big of an item at a time. You may want to break huge, multi-faceted items into smaller parts. If you are going to have a rodeo, there is not an easy way to put all that vast amount of information and multiple processes into one document. Take the ticketing portion and split it off on its own. The same with security. Keep breaking it down into smaller and smaller components. Some items may seem too small when you get it on paper, but that doesn’t mean that it doesn’t need to be documented anyway. Without writing that information out, it would be really intimidating to try and get even the simplest job completed. Make sure and contact a subject matter expert to help write out the procedure. For example, Security really should be set up by your law enforcement professionals. Contact your local Emergency Management office to begin with. They may direct you to either the Police Department or the Sherriff’s office for your town or city as it can vary from place to place. They have a vested interest in making sure that you have the best possible plan in place.

Ultimately, creating and implementing an SOP can give your event the organizational structure it needs to be successful. It doesn’t need to be an overwhelming endeavor either. Start with a handwritten copy, have someone type that up, then ask questions of the original author and have them read and edit the typed version.

By breaking down each step of writing an SOP and piecing it back together as a comprehensive plan, you can easily and effectively navigate through the unknown. And if you need some inspiration along the way, look at a few practical examples of real SOPs, using something similar as a template for your own event’s plan. The key is to keep your SOP relevant and up to date throughout different phases of your event—which can be done with a little consistency and patience. Take notes on what worked and what needs some more attention.

Creating a complete collection of thorough SOPs may require some manpower, collaboration, and attention to detail, but the rewards are worth it. You’ll have an efficient event, satisfied staff, volunteers, and participants. Begin by writing a list of SOPs that could make your event run smoother. Then, develop a template and start writing. Once you’ve finished, review the SOP for completeness and accuracy, and then get it to the people who need it. But don’t forget to keep your SOPs up to date and, most importantly, use them! It doesn’t make sense to spend all that time creating SOPs if they just sit unread on someone’s hard drive. SOPs are meant to be used. For instance, when there’s staff turnover, an SOP can quickly educate a new employee about their role. Also, when starting a new event or expanding your series into a new city, an SOP can give you a strong starting point for how to build that event. But wait, there’s more! Even returning staff members can benefit from an SOP. It can refresh and remind them of the most efficient way to handle the event process they’re involved in. Everyone who’s part of that event process should read the SOP on a regular basis. Trust us, it’s worth it!

So don’t procrastinate any longer, dust off that plan of action, refine the details, and watch the success unfold! With all these tips in mind, why not try writing an SOP for your event today?

I never dreamed about success. I worked for it. - Estée Lauder

Meet Kasey Kelly, the powerhouse executive director behind the Midland County Fair in Texas! With years of experience in event leadership, including stints at Rock the Dessert, Tall City Blues Fest, Very Merry Midland, and Oktoberfest, Kasey knows how to bring the fun wherever she goes. Since taking the helm at the fair in 2018, she’s been making waves and raising the bar for unforgettable community events.