EVENT MANAGEMENT
This sample template can be of immense use to any non profit group or corporation that is trying to organize an
event. There are so many facets to organizing an event that need careful attention during planning and execution.
This collection of three spreadsheets encourages a great degree of visibility and collaboration.
1. A dashboard that highlights major events your group is planning for the year.
2. For each event, you have a "Sample Event" sheet to manage all the todo items (in color-coded formats that
change automatically based on the status of the task -- open, in progress, or closed). The event agenda is visible at
the top, so that collaborators can easily see it and make real time suggestions .
3. A contacts list so everyone knows how to reach each other.
EVENT DASHBOARD
Expected
Key Events Date Overall Status Attendance Notes
Save the Trees Campaign 1/1/2008 closed
Plant a Tree Event 3/6/2008 closed
Recycling Event 3/22/2008 closed 200
Giving Back to This Earth Day Event 3/29/2008 closed 60
Conscious Living Event at ABC Hotel 3/30/2008 closed 800
all planning
complete, event
flow done,
summary sent, all
Green House Effect Meeting (Sample 4/12/2008 and volunteers
Event) 4/13/2008 in progress 300 confirmed.
Annual Member Meeting 6/7/2008 future
Fundraiser Meeting 6/8/2008 future
Browse to individual sheets for status of each event.
CLICK ON CONTACT LIST SHEET TO VIEW CONTACT DETAILS OF INDIVIDUAL VOLUNTEERS
NOTE: *** DO NOT SORT ANY OF THE SHEETS ***
Key Open In Progress Closed
Owner Event In Charge
Todo Item Description Status Notes Due Date Comments
This spreadhsheet is the master sheet for planning the "Sample Event on May 2 and May 3 ".
Note: Scroll down for TODO LIST
DO NOT SORT THIS SPREADSHEET! Notice Board
Next Meeting
2-3pm on 4/25/2008
Event Agenda May 2
Time Event
8.30am Introduction
9.00am Talk
12.00pm Lunch
2-7 pm Working Groups
6.30pm Happy Hour
Event Agenda May 3
Room 1
9-9.30am Announcements
9.30am - 10.15am Talks
10.15 am onwards Working Group II
Room 2
11.30am to 12
noon Working Groups Present
12 to 12.45am Wrap Up
12.45 am to 3.00
pm Cultural Program
Audio System
Microphone etup Front stage setup open ABC
Afternoon Mic Major arrangements for audio.
Setup Need 2 folks. in progress ABC and CDE
Training for mic setup; always in Confirmed for April
Training for Audio front. closed 6th
CD Burning Confirmed for April
Training ABC needs in progress 6th
Working Group
Event Assistance
for Rooms 1 and 2 closed
Happy Hour Arrangements
Need to line up the program. Will
Program Lineup be ready by next Sunday open abc
Seating Reserve left-hand side of hall first
Arrangement 3 rows for participants in progress abc
Lunch and Dinner arrangements
Lunch Expecting 200+
Arrangements closed abc people
Morning: Trash Make sure someone sets up
Management proper trashbins etc.. open abc
Afternoon: Trash Make sure someone sets up Adult volunteers for
Management proper trashbins etc.. closed abc cleanup
Video / Photography
Working group proceedings need
Video Record to be recorded. in progress abc
We need to Webcast the
Webcast keynotes. open abc Professional video
Need to check with him to see if
Photo he is available from 2-7pm. Closed def
Web Information
Update web page with 2-3 weeks before
Make Web Update announcements. closed event if possible
Must be in the
web1 month in
Flier Need Flyer. closed advance
Singup Sheet open
Facility / Supplies
Prepare chairs in semi-circle
Hall Preparation fashion for working group. in progress abc
Supplies for Food Paper Goods for dinner. open
Communication
Email to Mailing
List Send email with event details. open abc
Make announcement about event
Announcement at next meeting. closed abc
Need MC for the
Event Who is going to be the MC. closed abac
Owner Event In Charge
Todo Item Description Status Notes Due Date Comments
Name Phone no Email Duties
*** PLEASE DO NOT SORT THIS SPREADSHEET ***
Working Committee
Assignment Name Phone no Email Duties
PROGRAM COORDINATORS abc 123-456-789 abc@abc.com What should program co-ordinators do?
abc 123-456-789 abc@abc.com Co-ordinate tasks
abc 123-456-789 abc@abc.com
abc 123-456-789 abc@abc.com
AUDIO/VISUAL abc 123-456-789 abc@abc.com
abc 123-456-789 abc@abc.com
abc 123-456-789 abc@abc.com
abc 123-456-789 abc@abc.com
PHOTOGRAPHY / VIDEO abc 123-456-789 abc@abc.com
abc 123-456-789 abc@abc.com
abc 123-456-789 abc@abc.com
FACILITIES / SUPPLIES abc 123-456-789 abc@abc.com
abc 123-456-789 abc@abc.com
abc 123-456-789 abc@abc.com
FOOD COORDINATORS abc 123-456-789 abc@abc.com
abc 123-456-789 abc@abc.com
abc 123-456-789 abc@abc.com
WORKING GROUP COORDINATORS
abc 123-456-789 abc@abc.com
abc 123-456-789 abc@abc.com
abc 123-456-789 abc@abc.com
SPECIAL EVENTS abc 123-456-789 abc@abc.com
abc 123-456-789 abc@abc.com
abc 123-456-789 abc@abc.com
ACCOUNTS abc 123-456-789 abc@abc.com
abc 123-456-789 abc@abc.com
abc 123-456-789 abc@abc.com
BOOKSHOP abc
