event-planner

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

See Also

• Operations
• Marketing
• Product Management