Event planning template

Name of event what (building opening, sports day, art show, launch of new program) Date of event Time of event Location of event

Event coordinator/contact person Target audience who Who is this promotion targeted at? What does the audience need to know? What will hold their interest? Message what What do you want to say to the target audience? What do you want them to know/do? Objectives why Be clear about what you hope to achieve with this event. Description of event what is! assessment what Identify possible risks and develop strategies to minimise risks. Evaluation criteria established What were our aims/objectives? Did we achieve what we set out to do? Did it come in on budget? What were the intended/unintended outcomes? How do we measure effectiveness? What tools do we use to measure our success? "hec!list ho will be involved in the event !ate/s of event determined "ocation/venue for event booked #arget audience determined $essage determined %b&ectives set 'isk assessment completed Evaluation criteria established !E() )trategic (ommunications informed/involved

Early event planning template

Early event planning
#udget )ource identified )ponsorship Break even point established ,ave you accounted for the -)#. $rotocol 'e/uest to invite $inister or (E in writing and timely (si0 to eight weeks prior to event) *rotocol issues (relating to (ommonwealth/)tate funding) +nything that needs to be approved by !E() )trategic (ommunications +nything that needs to be approved by the $anager $inister1s office notified !E() )trategic (ommunications notified Education 2ews notified %nvitations $ailing list generated/updated Invitation composed Invitation checked *rinter (alligrapher ')3*s (responsible person briefed) Invitation list compiled 2ames on list and titles/addresses checked for accuracy )pecial guests/speakers alerted to make time in diaries Invitations sent "atering (ost per head or upfront 4pmarket or casual Beverages 5 orange &uice, mineral water, tea and coffee (instant or percolated) 6ood 5 fruit platters, bagels, danish, bagettes, sandwiches, biscuits and cakes ,ot or cold )elf service or waiting staff Internal or e0ternal catering *ower re/uired E/uipment re/uired #ables, tablecloths, cups and saucers *lates, napkins, knives and forks (disposable/non7 disposable) (an the theme of the event be followed through in catering. )pecial dietary re/uirements of guests $enu

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Early event planning

&dvertising *ress, radio #3, school newsletter Education 2ews $edia release 5 !E() )trategic (ommunications Talent Book and brief Rehearsals 'ignage %rganise pla/ue if necessary (heck pla/ue wording with !E() )trategic (ommunications !epartmental signage booked with !E() )trategic (ommunications %ther signage produced $rogram(running sheet(speeches *rogram finalised 'unning sheet written *rogram/running sheet sent to speakers )peakers fully briefed )peeches written "et caterers know program 7 when to serve drinks/food )alue added for guests (opy of publication, (!7'%$ -ifts *rograms (atalogues )pecial offers/discounts (ompetitions *ri8es 'ecurity )ecurity alerted %ccupational health, welfare and safety concerns addressed *rovision of first aid &udio(visual re*uirements *+ system (! or tape player "apel or handheld microphone "ighting E0tra electrical re/uirements "ectern 'taffing E0tra re/uired Staff to meet and greet guests &mbience 6loral arrangements, pedestal 5 can the theme of the event be followed in flowers. Background music

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Early event planning

+uest comfort heelchair access #oilet facilities ,ospitality elcome signage at entrance 4shers briefed (loak room 'ed carpet ,ouse!eeping (leaning before and after %n standby during the event On the day #ime for set up by whom #ime for dismantle by whom !ais, stage #ables, chairs layout (hair covers 6loor plan 3I* seating Book courier/transport 2ame tags (lear location directions 'egistration desk &fter the event *erson responsible !ebrief (omments on all aspects (negative and positive) -uest feedback -uidelines for improvement ne0t time Evaluation against criteria (elebration #hankyou1s

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