Event Planner
Comprehensive frameworks for planning, executing, and evaluating events of all types and scales.
Event Planning Timeline
12+ Months Out
- [ ] Define event purpose, goals, and success metrics
- [ ] Establish preliminary budget
- [ ] Select event date (check for conflicts)
- [ ] Form planning committee / assign roles
- [ ] Begin venue research and site visits
- [ ] Identify target audience and estimated attendance
- [ ] Determine event format (in-person, hybrid, virtual)
9-12 Months Out
- [ ] Book venue and sign contract
- [ ] Secure keynote speakers / entertainment
- [ ] Select and book caterer
- [ ] Begin sponsorship outreach
- [ ] Register event domain / create landing page
- [ ] Establish event branding (logo, theme, colors)
- [ ] Research and book AV vendor
6-9 Months Out
- [ ] Finalize budget allocations
- [ ] Open registration / ticket sales
- [ ] Book hotel room blocks (if overnight event)
- [ ] Hire photographer / videographer
- [ ] Plan menu with caterer (dietary accommodations)
- [ ] Design and order promotional materials
- [ ] Begin social media marketing campaign
- [ ] Recruit and train volunteers
3-6 Months Out
- [ ] Send formal invitations / email campaigns
- [ ] Confirm all vendor contracts and deposits
- [ ] Finalize event agenda and session schedule
- [ ] Arrange transportation / shuttle services
- [ ] Order signage, banners, and name badges
- [ ] Set up registration management system
- [ ] Coordinate speaker logistics (travel, AV needs)
- [ ] Plan networking activities / icebreakers
1-3 Months Out
- [ ] Send reminder communications to registrants
- [ ] Finalize floor plan and seating arrangements
- [ ] Confirm final headcount with caterer
- [ ] Prepare printed materials (programs, handouts)
- [ ] Brief all staff and volunteers
- [ ] Create day-of run sheet (see template below)
- [ ] Test all technology (AV, streaming, Wi-Fi)
- [ ] Finalize emergency and contingency plans
Final Week and Day Before
- [ ] Final vendor confirmations and venue walk-through
- [ ] Print name badges, registration packets, programs
- [ ] Confirm all speaker presentations received
- [ ] Send final logistics email to attendees
- [ ] Test AV equipment, microphones, projectors on-site
- [ ] Set up registration area, signage, and wayfinding
- [ ] Brief volunteer team with assignments
- [ ] Charge all devices, prepare backup batteries
Budget Template
Budget by Category
| Category | % of Budget | Budgeted | Actual | Variance | | -------------------- | ----------- | -------- | ------ | -------- | | Venue Rental | 20-30% | | | | | Catering & Beverage | 25-35% | | | | | AV & Technology | 10-15% | | | | | Speaker Fees/Travel | 5-15% | | | | | Marketing & Printing | 5-10% | | | | | Decor & Signage | 3-8% | | | | | Entertainment | 3-10% | | | | | Photography/Video | 2-5% | | | | | Transportation | 2-5% | | | | | Insurance & Permits | 1-3% | | | | | Staff & Volunteers | 2-5% | | | | | Contingency | 10-15% | | | | | Total | 100% | | | |
Revenue Tracking
| Source | Projected | Actual | % of Total | | --------------- | --------- | ------ | ---------- | | Ticket Sales | | | | | Sponsorships | | | | | Exhibitor Fees | | | | | Other | | | | | Total | | | |
Venue Selection Matrix
| Criteria | Weight | Venue A | Venue B | Venue C | | -------------------- | ------ | ------- | ------- | ------- | | Capacity | 15% | | | | | Location/Access | 15% | | | | | Cost | 15% | | | | | AV Capabilities | 10% | | | | | Catering Options | 10% | | | | | Parking | 10% | | | | | Ambiance/Aesthetics | 5% | | | | | Accessibility (ADA) | 5% | | | | | Wi-Fi / Connectivity | 5% | | | | | Flexibility (layout) | 5% | | | | | Staff/Service | 5% | | | | | Weighted Total | 100% | | | |
Key venue questions: capacity (seated vs. standing), what is included in rental fee, catering restrictions, AV options, setup/teardown allowances, cancellation policy, insurance requirements, and outdoor backup options.
Vendor Management Tracker
| Vendor | Service | Contact | Contract Date | Deposit | Balance | Status | | ---------------- | ----------- | ----------- | ------------- | ------- | ------- | --------- | | | Venue | | | | | Confirmed | | | Catering | | | | | | | | AV/Tech | | | | | | | | Florals | | | | | | | | Photo/Video | | | | | | | | Entertain. | | | | | | | | Transport | | | | | | | | Rentals | | | | | | | | Printing | | | | | | | | Security | | | | | |
Contract essentials: scope of work, pricing and payment schedule, cancellation terms, liability and insurance, setup/breakdown times, day-of contact, force majeure clause, and substitution policy.
Day-of Run Sheet Template
EVENT RUN SHEET: [Event Name] — [Date]
TIME | ACTIVITY | OWNER | LOCATION | NOTES
---------|---------------------------|------------|-------------|-------
06:00 AM | Venue opens, setup begins | Event Mgr | Main Hall |
07:00 AM | AV setup and sound check | AV Lead | Stage |
07:30 AM | Catering setup begins | Caterer | Kitchen |
08:00 AM | Registration opens | Vol. Team | Lobby |
08:30 AM | Volunteer briefing | Event Mgr | Green Room |
09:00 AM | Welcome / Opening Remarks | Host | Main Stage |
09:15 AM | Keynote Speaker | Speaker A | Main Stage | 45 min
10:00 AM | Break / Networking | | Foyer | 30 min
10:30 AM | Breakout Session 1 | Speakers | Rooms A/B/C |
11:30 AM | Breakout Session 2 | Speakers | Rooms A/B/C |
12:30 PM | Lunch | Caterer | Ballroom |
01:30 PM | Panel Discussion | Moderator | Main Stage |
02:30 PM | Workshop | Facilitator| Room D |
03:30 PM | Break | | Foyer | 15 min
03:45 PM | Closing Keynote | Speaker B | Main Stage |
04:30 PM | Closing Remarks / Awards | Host | Main Stage |
05:00 PM | Networking Reception | | Rooftop |
07:00 PM | Event ends | | |
07:30 PM | Breakdown begins | All Staff | All Areas |
Attendee Management
Registration Data Fields
REQUIRED:
- Full Name
- Email Address
- Organization / Company
- Ticket Type / Level
- Dietary Restrictions
OPTIONAL:
- Phone Number
- Job Title
- Session Preferences
- How did you hear about us?
- Accessibility needs
- Emergency contact
Attendee Communication Timeline
| Timing | Communication | Channel | | --------------- | ---------------------------------- | ---------------- | | Registration | Confirmation + receipt | Email (auto) | | 4 weeks before | Event details + logistics | Email | | 2 weeks before | Agenda + speaker previews | Email + Social | | 1 week before | Final reminder + logistics | Email + SMS | | Day before | Last-minute details + directions | Email + SMS | | During event | Real-time updates | App / SMS | | 1 day after | Thank you + survey link | Email | | 1 week after | Resources + recordings + photos | Email | | 1 month after | Save-the-date for next event | Email |
Promotion & Marketing Timeline
| Phase | Timing | Channels | Content | | --------------- | -------------- | --------------------------------- | ------------------------------ | | Announcement | 6-9 months out | Website, email, social | Save the date, early bird | | Early Bird | 4-6 months out | Email, ads, partnerships | Pricing incentive, speakers | | Main Campaign | 2-4 months out | All channels, PR | Full agenda, testimonials | | Urgency Push | 2-4 weeks out | Email, retargeting, social | Limited spots, final speakers | | Last Call | 1 week out | Email, SMS | Final countdown, FOMO | | Live Coverage | Day of | Social media, live stream | Real-time highlights | | Post-Event | 1-2 weeks | Email, social, blog | Recap, photos, next event |
AV & Technology Checklist
Equipment Checklist
- [ ] Projector(s) and screen(s) — test resolution and brightness
- [ ] Laptop(s) for presentations with adapters (HDMI, USB-C)
- [ ] Wireless microphones (lavalier for speakers, handheld for Q&A)
- [ ] Sound system appropriate for room size
- [ ] Confidence monitor for speakers
- [ ] Timer/countdown display visible from stage
- [ ] Video recording setup (if recording sessions)
- [ ] Live streaming equipment (if hybrid event)
- [ ] Wi-Fi bandwidth tested under load
- [ ] Power strips and cable management
- [ ] Backup laptop and cables
- [ ] Presentation clicker/remote
Hybrid / Virtual Event Additions
- [ ] Streaming platform selected and tested
- [ ] Camera(s) positioned for speaker and audience
- [ ] Virtual attendee engagement tools (chat, polls, Q&A)
- [ ] Dedicated tech support person for virtual feed
- [ ] Breakout room capability for virtual attendees
- [ ] Recording and post-event access plan
Catering Planning Guide
Per-Person Estimations
| Item | Cocktail Reception | Buffet Lunch | Plated Dinner | | ---------------- | ------------------ | ------------ | ------------- | | Appetizers | 6-8 pieces/person | 2-3 options | 1-2 courses | | Entree | N/A | 2-3 options | 1 choice | | Sides | N/A | 2-3 | 2 | | Dessert | 2-3 pieces | 1-2 options | 1 | | Non-Alcoholic | 2-3 drinks | Unlimited | Unlimited | | Alcoholic | 2-3 drinks/hr | 1-2 drinks | 2-3 drinks |
Dietary Accommodation Planning
TYPICAL DISTRIBUTION (plan for):
Standard: 70-75%
Vegetarian: 10-15%
Vegan: 5-8%
Gluten-Free: 5-8%
Dairy-Free: 3-5%
Kosher/Halal: 2-5%
Nut Allergy: 2-3%
Other restrictions: Ask on registration form
RULE OF THUMB:
Order 5-10% more than confirmed headcount
All buffet items should be clearly labeled with allergens
Have a contact for custom dietary needs
Post-Event Evaluation
Attendee Survey Template
SURVEY SECTIONS:
1. OVERALL SATISFACTION (1-5 scale):
- Overall event experience
- Value for money / time invested
- Likelihood to attend again
- Likelihood to recommend (NPS)
2. CONTENT & SPEAKERS (1-5 scale per session):
- Relevance to your role
- Quality of presentation
- Actionable takeaways
3. LOGISTICS (1-5 scale):
- Venue quality and comfort
- Food and beverage
- Registration process
- Signage and wayfinding
- Technology / AV quality
4. OPEN-ENDED:
- What was the most valuable part?
- What should we improve?
- What topics would you like to see next time?
- Any other feedback?
Event Success Metrics
| Metric | Formula / Source | Target | | ----------------------- | ------------------------------------ | ---------- | | Attendance Rate | Attended / Registered | 80%+ | | Net Promoter Score | % Promoters - % Detractors | 50+ | | Overall Satisfaction | Avg rating (1-5) | 4.2+ | | Revenue vs. Budget | Actual Revenue / Budgeted Revenue | 100%+ | | Cost per Attendee | Total Cost / Attendees | Track YoY | | Social Media Reach | Impressions + mentions | Benchmark | | Leads Generated | Qualified leads from event | Goal-based | | Sponsor Satisfaction | Avg sponsor rating (1-5) | 4.0+ | | Session Fill Rate | Avg session attendance / capacity | 70%+ |
Post-Event Debrief Template
POST-EVENT DEBRIEF AGENDA:
1. Metrics Review (15 min)
- Attendance, revenue, NPS, survey highlights
2. What Went Well (15 min)
- Top 3 successes and why
3. What Needs Improvement (15 min)
- Top 3 issues and root causes
4. Vendor Performance (10 min)
- Rate each vendor, note for future reference
5. Budget Reconciliation (10 min)
- Final actuals vs. budget, variances explained
6. Key Decisions for Next Event (10 min)
- Changes to implement, commitments, early bookings
7. Action Items and Owners (5 min)
- Document every follow-up with deadline and owner