Solving the 40,000-Piece Puzzle: The Structure Behind Major Event Planning

Imagine sitting at your dining table with a thousand-piece puzzle spread before you. You’ve got the box, the picture’s clear, and you know the drill—edges first, group by colors, and start building one section at a time.

It’s a challenge, sure, but manageable.

Now, imagine someone dumps 40 boxes of puzzles on the same table, mixes all the pieces, and asks you to finish them all.

That’s what planning a major event feels like.

Think about it—over 100,000 visitors across multiple days, 40 programs on average, hundreds of projects, and 40,000 individual tasks to manage. Without structure, this isn’t just difficult—it’s impossible.

But here’s the secret: you don’t solve it all at once.

You break it down. Programs become the puzzle boxes. Projects act like clusters of pieces. Task groups are the patterns and edges. And individual tasks? They’re the pieces you place one by one until the picture comes together.

This is how event planning structure transforms overwhelming chaos into clarity, accountability, and action.

Why Structure Matters in Major Event Planning

Planning a major sports event isn’t just about the action on the field or court. Behind every match, ceremony, or celebration lies a web of logistics, guest services, safety, marketing, and infrastructure.

Without a clear system, deadlines get missed, resources are wasted, and visitor experiences suffer.

It’s not enough to have a plan. You need a structure to connect big-picture goals to the smallest details.

Structure brings clarity. It ensures everyone—from the event CEO to a volunteer handing out water bottles—knows their role, why it matters, and how it contributes to success.

Think of it like building a skyscraper. You wouldn’t just start pouring concrete and ordering windows without blueprints. You’d follow a master plan. Major events work the same way.

And here’s the thing: structure isn’t bureaucracy. It’s the blueprint that makes the impossible achievable.

Breaking It Down: From Programs to Tasks

Every well-executed event has a hierarchy—a clear path connecting the event’s purpose at the top to the smallest actionable task at the bottom.

Here’s how it flows:

1. Programs – These are the big, strategic areas of focus, like the districts in a city. Each program has a purpose.

   • Example: The Transportation and Mobility Program ensures smooth travel for teams, officials, and spectators.

2. Projects – Within programs are specific initiatives—like buildings within a district.

   • Example: Under the Transportation Program, one project might be VIP Transport Services, and another could handle Shuttle Services for Volunteers.

3. Task Groups – These are focused workflows—like the floors of a building.

   • Example: For VIP Transport, a task group could handle Airport Pickup Coordination.

4. Tasks – The individual, actionable items—the puzzle pieces you place.

   • Example: Scheduling shuttle pickups for arriving VIPs.

Let’s take another example: the Catering Program. At the top, it’s all about delivering high-quality meals to attendees. One project could focus on the VIP Dining Experience. Within that, a task group might handle Banquet Hall Setup, while a specific task involves arranging table settings for a formal dinner.

Each layer supports the next, ensuring that every task, no matter how small, connects to the larger vision.

In short, every task has a purpose, and every team member knows exactly where they fit.

The Five Types of Event Planning Tasks

When you zoom in on those 40,000 tasks, patterns emerge. Every task falls into one of five categories:

1. Leadership Tasks – Big-picture decisions like approving the master timeline or defining the event’s vision.

2. Management Tasks – Execution and oversight, like tracking progress or allocating resources.

3. Production Tasks – Hands-on, operational tasks like setting up stages, locker rooms, or sound systems.

4. Commercial-Driven Tasks – Revenue-focused actions like signing sponsorships or managing ticket sales.

5. Event Experience Tasks – Enhancing the attendee experience, from designing fan zones to setting up info booths.

These categories ensure that every task adds value and fits into the grand scheme of the event planning process.

Why Structure Works

Structure works because it scales. Whether it’s 10 tasks or 40,000, the same principles apply.

Programs give direction.

Projects create focus.

Task groups provide clarity.

Tasks drive action.

Structure ensures accountability—every task has an owner, a timeline, and a connection to the bigger picture.

And most importantly, structure brings clarity. It eliminates ambiguity, ensuring everyone knows what to do, when to do it, and why it matters.

With the right structure, even the most complex puzzle can be solved.