Event Planning Template
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EVENT PLANNING TEMPLATE
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6 MONTH LEAD TIME
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Event Title:[INSERT HERE]
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Date of Event: [INSERT HERE]
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Time of Event:[INSERT HERE]
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Location of Event:[INSERT ADDRESS HERE]
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Event Organiser and Contact No.[INSERT HERE]
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Today's Date:Tuesday December 11, 2018
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CATEGORYTASK
RESPONSIBILITY
DUE DATECOMPLETED (Y/ N?)NOTES
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4-6 MONTHS UNTIL THE EVENT
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The EventDefine purpose of the event
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The EventDefine event format (eg cocktail party, awards night etc)
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The EventDefine theme or "vibe"
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The EventIdentify audience demographics
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The EventSet date
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The EventPrepare budget spreadsheet. Allocate costs for MC/Speaker, entertainment, flights/ accommodation/transfers, AV/ lighting, venue hire, catering, marketing, gifts, theming etc
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The EventIdentify stakeholders
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The EventPrepare guest list
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The EventBased on venue and pax attending, is extra security required? If yes, engage specialist security contractor
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VenueInvestigate venue options (availability, capacity, cost, is catering available, AV/lighting/staging provisions, parking etc)
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VenueBook venue, sign contract and pay deposit
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VenueConfirm venue layout/ floor plan options
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VenueKnow the space – does it have ceiling rigging; do you need to block out any light?
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VenueIs there on-site catering available? If not, is external catering required?
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CateringDefine catering requirements/ service style (eg canapes, sit down meal etc)
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CateringCan this be provided by the venue in-house? If yes, select a menu
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CateringIf no, make inquiries with external caterers. Confirm menu options, availability, cost, logistics for food preparation etc
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CateringBook caterer, sign contract and pay deposit
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MC/SpeakerConfirm if MC/ Speaker is required
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MC/SpeakerCreate an MC / Speaker shortlist (nominating first, second and third preferences etc)
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MC/SpeakerEngage Speakers Bureau to manage talent
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MC/SpeakerConfirm availability and total cost (including travel/accommodation/ transfers/ F&B rider requirements etc)
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MC/SpeakerEngage Speakers Bureau or MC/ Speaker direct through a contract and pay deposit
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EntertainmentDecide if entertainment is required. Options may include roving, magician, comedian, live band, musician, DJ, impersonator etc. Single or multiple entertainers?
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EntertainmentIs a Welcome to Country required?
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EntertainmentConfirm entertainer short list
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EntertainmentEngage a Talent Agency to manage the entertainer
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EntertainmentConfirm availability and total cost (include travel/accommodation/ transfers/ F&B rider costs etc)
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EntertainmentEngage Talent Agency/entertainer through a contract and pay deposit
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EntertainmentObtain Tech Rider from musician/ entertainer/live band (contains av/ lighting/backline/ staging requirements etc)
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AV/Lighting/StagingDetermine what AV/lighting/staging is provided by the venue (PA, microphone system (lapel or handheld), lighting, video, projection screens, staging lectern etc)
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AV/Lighting/StagingMake a list of A/V equipment needed by all presenters and entertainers, and cross check against venue capabilities
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AV/Lighting/StagingHire additional AV/lighting/staging if required through external A/V supplier. Sign contract and pay deposit
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AV/Lighting/StagingBook Backline, sign contract and pay deposit
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Promotion/ SignagePrepare branding for the event
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Promotion/ SignageDesign and create invitations (or brief your PR/ad agency who can do this for you)
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Promotion/ SignageSend invitations to guests
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Promotion/ SignagePromote your event as required through your company website, email and social media, keeping all design elements consistent
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Promotion/ SignageDetermine whether sponsorship is required, and whether additional sponsors are needed.
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1-3 MONTHS UNTIL THE EVENT
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The EventDevelop risk assessment plan (eg emergency exits, emergency contacts, first aid, security needed?)
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The EventEnsure Insurance Certificates are up to date eg public liability insurance
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The EventPhotography – hire a professional photographer or ask a colleague with good photography skills and a great camera
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VenueConfirm how guests will access the venue eg public transport, paid parking etc. Make arrangements for special transport if required eg bus
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VenueOrganise decorations for the room and table centrepieces as required.
Do you have in-house decorations, can you hire them or will you need to go shopping to buy these?
Or do you have budget for a third-party who can provide this for you?
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VenueConfirm seating/ table requirements. Hire furniture if needed eg cocktail tables
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VenueAre the toilet facilities adequate for number of people attending? If not, arrange for portable or additional toilets.
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VenueConfirm green room facilities. Are they sufficient for the talent? Will they need to share?
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CateringEmploy wait staff if required
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CateringHire glassware and crockery if required
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CateringConfirm menu with the venue/ caterer
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MC/SpeakerBook flights/ accommodation/ transfers as required. Send itinerary to the MC/ Speaker
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MC/SpeakerObtain F&B rider (includes all meals/refreshments during the event and for the green room). Identify any special dietary requirements and confirm with caterer
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MC/SpeakerBrief the Speaker - confirm corporate goals, event format, audience, key messages, any no no's
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MC/SpeakerObtain biography and any preferred introduction for use at the event
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MC/SpeakerConfirm any AV/Lighting requirements - lectern, handheld -v- lapel microphone etc
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EntertainmentBook flights/ accommodation/ transfers as required. Send itinerary to the entertainer
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EntertainmentObtain F&B rider (includes all meals/refreshments during the event and for the green room). Identify any special dietary requirements and confirm with caterer
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EntertainmentConfirm costume/ attire - does it fit with event theme? Adjust if required
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AV/Lighting/StagingHave the musician/ entertainer speak with the venue's AV technician to confirm AV/lighting details
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AV/Lighting/StagingBook additional equipment from A/V supplier if required (screens, speakers, microphones, projectors etc)
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Promotion/ SignagePrepare directional and welcome signage, lanyards and corporate banners as required. Confirm branding/graphics/content
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Promotion/ SignageSend directional and welcome signage to printer
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3-4 WEEKS UNTIL THE EVENT
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The EventCollate RSVPs to determine likely number of guests
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VenueIf required, determine a seating plan eg for sit down dinner
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VenueEnsure adequate staff are available from the venue, or within your company to assist with the running of the event
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VenueConfirm whether separate VIP/stakeholder access and/or parking is required. If so, arrange with venue and notify guests
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Run SheetPrepare a draft Production Run Sheet to define the movements and actions of all suppliers and staff in the lead-up to the event
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Run SheetPrepare a draft Event Run Sheet for the event, outlining items such as venue access, bump in/out schedule/ meal service times/ entertainment schedule etc
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Run SheetSchedule MC/Speaker/Entertainer meal times to coincide with break times
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Run SheetConfirm soundcheck/ rehearsal time with MC/Speaker/Entertainer
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MC/SpeakerAllocate Green room and confirm access timing
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MC/SpeakerPurchase gifts for the MC/ Speaker if required
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EntertainmentAllocate a green room and confirm access time. Prepare a Green Room Access Schedule if talent are sharing the Green Room
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2 WEEKS UNTIL THE EVENT
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VenueConfirm loading dock logistics for caterers, talent etc to bump in/out
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The EventUpdate RSVP's to confirm final numbers
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The EventPrint name tags if required
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Run SheetUpdate Production and Event run sheet as required and distribute to all parties
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CateringConfirm bump in time (ie catering arrival)
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CateringConfirm loading dock availability and access arrangements
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