At Babla Kathuria, we’ve managed countless shows—each with unique challenges but one common truth: Mastering time is mastering success. In this blog, we’ll share proven time management strategies that every fashion event planner must know to stay calm, organized, and on point.
1. Start With a Reverse Timeline
Don’t begin at the beginning—start at the event date and work backward. This approach helps ensure that every stage of planning has a clear deadline leading up to showtime.
- Event Date: Final goal
- Tech rehearsals and thorough run-throughs one week prior
- 2 weeks before: Model fittings and confirmations
- 1 month before: Vendor and venue confirmations
- 2 months before: Creative concept lock-in
This technique not only helps you visualize time more effectively, but it also keeps pressure off your team by setting early internal deadlines.
2. Segment The Event Into Phases
Break your fashion event into clear, manageable segments such as:
- Pre-Event Planning: Concept development, budgeting, venue booking
- Production Coordination: Set design, lighting, choreography
- Talent Management: Models, makeup artists, stylists, showstoppers
- Promotions & PR: Media invites, social content, press releases
- Execution: On-the-day logistics, rehearsals, backstage flow
Assign a timeline to each segment. This helps prioritize tasks and reduces last-minute scrambles.
3. Use The 80/20 Rule
This concept, which is sometimes referred to as the Pareto Principle, states that 20% of efforts yield 80% of the results. Identify the key 20% tasks that drive the event’s success—like securing the right venue or celebrity showstopper—and prioritize them early.
Don’t waste time perfecting low-impact elements while high-impact tasks remain unfinished.
4. Build a Time Buffer—Then Guard It
Fashion events are infamous for last-minute changes—outfit malfunctions, celebrity delays, tech failures. That’s why buffer time is non-negotiable.
- Add 30–60 minutes of slack into rehearsals and call times.
- Always plan a “quiet period” just before showtime to address emergencies.
- Schedule tech and light checks a full day in advance, not on the same day.
This buffer gives your team breathing space and prevents panic.
5. Use Digital Tools To Stay Organized
To make scheduling more efficient, use digital time management tools:
- Trello / Asana: For task tracking and team assignments
- Google Calendar: For syncing rehearsals, fittings, and vendor deadlines
- WhatsApp Groups / Slack: For quick updates and crew coordination
- Event Management Apps: For ticketing, guest list management, and live status tracking
At Babla Kathuria, we rely on a hybrid of digital tools and traditional checklists to stay aligned from day one to the final curtain.
6. Prior To The Event, Establish a “No-Distraction” Rule
In the 48 hours leading up to the show, enforce focus zones for your team:
- No unnecessary meetings or calls
- No last-minute creative overhauls unless essential
- No non-priority tasks (like decor tweaking or social captions)
This ensures energy is directed where it matters most—flawless execution.
7. Delegate Like a Pro
You can’t do it all—and you shouldn’t. Trust your team.
- Assign clear roles and timeframes to each department: lighting, music, backstage, front-of-house.
- Delegate to experienced team leads and ensure they know exactly when and what needs to be done.
- Use daily check-ins and 5-minute stand-up meetings to stay on track without wasting time.
Delegation reduces your load and increases accountability
8. Run a Mock Event
A dry run or mock event is the best time investment you can make.
- Simulate the full flow: music cues, walk timings, model entries, and exits.
- Time each segment and adjust where needed.
- Ask team members for their opinions and address any shortcomings.
This one rehearsal can save you hours of stress on the main event day.
9. Keep a Contingency Plan Ready
No matter how tight your schedule, always ask yourself:
“What if it doesn’t go as planned?”
Have time-specific backups for:
- Alternate music tracks or DJ
- Extra outfits for last-minute wardrobe issues
- Backup models or emcees
- Emergency lighting and power solutions
Planning for setbacks ensures you won’t fall behind schedule when the unexpected strikes.
10. Review & Improve Post-Event
After the event, don’t just pack up and move on.
- Have a brief discussion about what went well and what didn’t.
- Ask: Where did we lose time? What caused the most delays?
- Document these insights so the next event runs even smoother.
Great planners evolve by learning from every timeline they build.
At Babla Kathuria, we believe in not just creating dazzling shows—but doing it on time, every time. Because in fashion, punctuality is not just professionalism—it’s performance.