You are on page 1of 4

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
*erson
responsible +ction
!ate to be
completed
#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
Early event planning
*erson
responsible +ction
!ate to be
completed
&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
Early event planning
*erson
responsible +ction
!ate to be
completed
+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

You might also like