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8+ Event Action Plan Templates
An event action plan is a list of the preparations that are needed to be done before and during the event. It is very important to have a comprehensive and functional event action plan as it will be the backbone of the entire event and its processes. An event action plan outlines all the activities and the time frame allotted for these activities to assure the success of an event.
Event Action Plan Template
Charity Event Action Plan Template
Event Marketing Action Plan Template
Event Management Action Plan Template
Fundraising Event Action Plan Template
Post Event Action Plan Template
Factors to Consider in Event Action Plan Creation
- The purpose on why the event action plan has to be made. Moreover, the purpose on why an event has to occur
- The kind of event where the action plan will be used
- The theme of the event and the processes needed to be done to achieve all the requirements of the theme implementation
- The target audience and/or prospective attendees of the event to assure that the event preparations and planning are appropriate to the needs and wants of the people who are to go to the event
- The goals that the event want to achieve
- The sources of the event’s finances
- The date and time of the event
- The duration of time that is allotted for planning activities
- The location of the event
- The people who are needed to be tapped for the event
Event Security Action Plan Template
Event Planning Action Plan Template
Event Day Action Plan Format
Event Day Action Plan
- The people who are tasked to provide their services for the event and how these people will be briefed with regards to the functions that they need to do and the timeline that they need to follow
- The time frame of specific activities to be done in the event
- The security and crowd control measures to be applied for the event
- The materials needed for the event and how the set-up processes for these materials
- Other items that are essential for the completion of the event
More in Plan Templates
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Create an Outstanding Experience with Free Event Planning Templates
Smartsheet Contributor Joe Weller
October 4, 2017 (updated December 17, 2022)
In this article, we’ve sorted through all event planning templates and checklists to provide you with the best, most comprehensive listing, so you can effectively plan a product launch, conference, wedding, or other milestone event.
Included on this page, you’ll find an event planner template , event budget template , event venue checklist template , and more.
Event Planning Templates
Event planner template.
Download Event Planner Template
Excel | PDF | Smartsheet
This event plan template includes areas where you can list strategic elements such as objectives, target audience, and messaging as well as logistical details such as catering, programming, and audio-visual requirements. For each task, identify who is responsible, required actions, and deadlines. This thorough template can guide your planning process and provide a summary of tasks to accomplish during an event.
Event Schedule Template
Download Event Schedule Template
Excel | Smartsheet
Create an event itinerary that includes dates, locations, programming start and end times, and scheduled breaks. This simple spreadsheet is a useful tool for creating an organized event schedule that you can share with staff and attendees. You can also use this template for a single- or multi-day event, or for a conference featuring multiple speakers who will be presenting in various venue rooms.
Event Marketing Timeline Template - Excel
Download Event Marketing Timeline Template
Excel | Smartsheet
Marketing efforts for larger events may include national advertising, online content, public relations, and market research. This template provides a place for individual marketing campaigns along with a timeline for weekly planning. By creating a timeline for each task within a campaign, you can gauge how actions overlap, plan for significant dates, and see a visual representation of the time required for each item.
Event To-Do List Template
Download Event To-Do List Template
Excel | PDF
Use this to-do list template to plan, prioritize, and carry out all the necessary tasks for your event. You can track the progress of each item toward completion by choosing a predetermined due date. The template includes room for additional notes or comments, which is particularly useful when sharing a to-do list.
Event Proposal Template - Word
Download Event Proposal Template - Word
If you’re an events planner, having a top-notch proposal to offer potential clients could give you an edge against the competition. This template provides an outline for you to work from as you craft a personalized event management proposal. You’ll find sections for listing client needs and expenses, detailing the services you will provide, and more.
Event Planner Contract Template
Download Event Planner Contract Template
Word | PDF
An event planner contract should clearly outline the expectations of the client, the responsibilities of the event planner, the terms of the agreement, and any pertinent project details. You may also want to include a contract with your event proposal - in this case, use this template as a model for creating your own event planner contract where you can list services, terms, and other important business details. Depending on the scope of the event and the management services you’re providing, you can keep the contents of the contract brief or expand the template to include more details.
Wedding Checklist Template - Excel
Download Wedding Checklist Template
Professional wedding planners and individuals getting married can benefit from an event checklist template. Wedding planning involves many moving pieces, from decorations to food and photography, so a simple checklist can make planning easier, and help identify expenses and ensure that nothing important is forgotten. Get more wedding planning tips from the pros and discover additional useful templates by reading Expert Tips on How To Create A Wedding Timeline .
Event Evaluation Form
Download Event Evaluation Form
A post-conference evaluation can provide critical data about which elements of your event were successful and help identify areas for improvement. You can use this event evaluation for any type of event, and can customize it for internal team members or event attendees. Once you determine the information you want to collect, including which aspects of the event or planning process you want to review, simply customize the form to meet your needs.
Calendar of Events Template
Download Calendar of Events 2023 Template
This template provides a calendar format with an adjacent column for listing events. The calendar displays all 12 months of the year on a single Excel sheet, making it easy to scan through months, plan ahead, and quickly view the events listed in the corresponding column. Each month is also color-coded with alternating hues for easy viewing.
Event Budget Templates
Conference budget template - excel.
Download Conference Budget Template
A budget is an important conference management tool that planners use to identify expenses and resource requirements, inform event decisions, and support an overall plan. Use this template to estimate projected costs and track actual expenses. Comparing your projections with actual costs can help to create more accurate estimations for future conferences.
Event Budget Template - Excel
Download Event Budget Template
This event budget template itemizes expenses in a spreadsheet format and also represents data as visual charts. You can use this format to quickly identify which costs are using the largest percentage of the budget. For example, you might discover that certain costs, such as event programming, food service, advertising, and venue rentals are the biggest expenses. The template includes a section for comments where you can jot down brainstorming notes or share messages with your event team.
Party Budget Template - Excel
Download Party Budget Template - Excel
Organize your party planning and track your budget with this template. It includes a summary of expenses and total costs, and a pie chart that both divides costs into categories and provides a detailed breakdown of expenses for each. Cells are pre-populated with common costs, such as equipment rentals or security and cleaning services; however, you can easily edit the fields to suit your requirements.
Wedding Budget Template - Excel
Download Wedding Budget Template - Excel
This budget planner separates wedding costs into categories including apparel, decorations, reception, and photography. On the template, these categories are broken down into more detailed lists of expenses - this allows you to account for both large and small items, determine which categories are most costly, and ensure that the wedding stays within budget.
Event Venue and Vendor Templates
Food vendor application template.
Download Food Vendor Application Template
Excel | PDF
If you’re planning a conference or an event with food vendors, this template can help streamline the application process. Collect information from each vendor, including contact details, goods or services they offer, and permits. You can also add rules and regulations that each vendor must agree to in order to participate in the event.
Event Venue Checklist
Download Event Venue Checklist
Use this checklist template to inspect venues and determine whether they meet the requirements for your event. Items to check include fees, venue capacity, parking, audiovisual options, and more. Following a checklist can help you identify potential issues and provide a quick comparison between venue options.
Catering Vendor Checklist
Download Catering Vendor Checklist
This catering checklist template offers an easy way to interview caterers. Catering fees can add up quickly, so it’s important to request detailed estimates for accurate budgeting. While some venues may include catering with their services, you will still need to provide the vendor with event details and make sure you understand their policies.
Event Speaker Checklist
Download Event Speaker Checklist
Organize all of the details about your speakers or event entertainment, including audiovisual and other equipment requirements for presentations or performances. Speaker selection is an integral part of event management, so it behooves you to ensure that each presentation is successful. Advance planning may include arranging transportation, collecting speaker bios, and locating and securing necessary equipment.
Wedding Vendor List Template
Download Wedding Vendor List Template
Excel | PDF | Word
Wedding planners can use this template to keep track of all the vendors they plan to work with or are supplying bids. There are sections to include contact information, contract status, costs, and services provided. You can also include a rating score based on your experience of working with a vendor, professional reviews, or comparison with their competitors.
Sign-Up and Attendance Templates
Event sign-up sheet template.
Download Event Sign-Up Sheet Template
If you’re recruiting volunteers for an event, you may find a printable sign-up sheet, such as this one, instrumental in gathering info. Simply post this template at the event to quickly collect names, contact information, and any other details you might need (such as affiliation with the event), or add a space where volunteers can sign up for specific tasks. Simply adjust the column labels to include the information you are seeking.
Conference Sign-In Sheet Template
Download Conference Sign-In Sheet Template
To ensure that all attendees are present at a conference or training event, have them add their signatures to this sign-in sheet. At the top of the template there is room for conference details so that the sheet can tracked and filed easily. You can modify this basic form and use it to collect attendance details at any type of event.
Party Sign-Up Sheet Template
Download Party Sign-Up Sheet Template
Whether you’re planning a company party or team building outing , a sign-up sheet can give you an idea of how many people will attend. This template includes columns for setup and cleanup so that volunteers can plan ahead for these duties.
What to Include in a Strategic Event Plan
The planning process may begin with a brainstorming session as you consider the purpose of your event, what you hope to accomplish, and what resources are available. Keep in mind that, while it’s important to cover all your bases and not overlook important details, there is something to be said for brevity. Being concise - perhaps even limiting your event plan to one page - can encourage clarity and make you more likely to follow it. Keeping a plan short may be especially useful if you are creating an event template that other members of your organization will use to arrange future events. Having a clear protocol to follow will make it easier to maintain standards and requirements as team members and event details fluctuate.
As you think about how to craft an event that will meet your objectives, here are a few things to keep in mind and include in your plan:
- Purpose of Event: In addition to vital event details like dates, times, location, and other logistics, it’s important to know what you hope to achieve. Do you want to accomplish a specific goal such as fundraising or education? Maybe you want your event to meet several objectives, such as launching a product, increasing brand awareness, and boosting sales. Keeping the purpose of the event in mind can help you develop an effective strategy for meeting those objectives.
- Target Audience: Identifying your target audience and their needs can guide your marketing efforts as well as your event planning. How will you meet their needs? How will your event stand out from the competition?
- Event Benefits and Value: Once you determine what your audience needs, you can identify the speakers, entertainment, activities, and messaging that will be most effective. Does your event offer a unique value proposition that potential attendees won’t want to miss?
- Event Marketing and Metrics: Outline all of the marketing channels you will utilize to promote your event, and create a timeline for each phase of marketing. In addition to metrics for tracking the effectiveness of your campaigns, identify any other key metrics that you’ll use to evaluate the event as a whole.
- Budget: Consider both costs and revenue as you plan your event.
Once an event ends, the purpose of event management is to collect and evaluate key metrics. Whether you measure ticket sales and attendance, solicit feedback from participants, or conduct a performance review of the entire planning and event process, performing an evaluation can help you understand what was successful and what needs improvement. This type of information is critical data that you can use to inform decisions about future events.
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34+ SAMPLE Event Action Plan in PDF | MS Word | Google Docs | Apple Pages
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FREE 10+ Event Action Plan Samples [ Rain, Emergency, Management ]
Are you looking for the best way in planning for an event? How about considering having an event action plan? A lot of events handled by some organizations have identified effective ways on how to achieve a successful event. The information or details needed will eventually depend on the type of event you are holding. While we cannot have more time to think about other details, there are still practices in which we can use to follow for any event. In this article, you will be able to know more about creating an effective event action plan suited for your organization.
Event Action Plan
10+ event action plan samples, 1. event action plan template, 2. risk event action plan template, 3. special event incident action plan template, 4. event action plan outline, 5. fundraising event action plan, 6. event incident action plan, 7. sports club event action plan, 8. rain event action plan, 9. media event action plan, 10. construction event action plan, 11. event management action plan, what is an event action plan, 1. research and goal setting, 2. design the event, 3. brand the event, 4. coordination and planning, 5. event evaluation, what are the five c’s in event management, how many hours does it take to plan an event, is event planning a good business.
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An event action plan is written in a form of document wherein it covers aspects such as safety during events in a particular organization, the location of the event, and other necessary details needed. It is commonly used by contractors, event organizers, and emergency personnel for the purpose of laying out the goals , outcome, development and safety of the event. These documents should be written in a detailed manner, so it advised to use a template to make sure that the output is clear and concise. This can be a little bit complex, but if you are able to determine what is best for the project, everything will be done smoothly.
Without having a plan, you are increasing the risk of chaos, disorganization, and the inability to meet the standard requirements and objectives of the event. You should be able to follow a certain structure to ensure success. Instead of spending your time thinking about what you have to plan next, you might want to consider following these stages that would guide you in your planning process.
It is believed that there is a need to conduct research prior to the actual planning. This is true. Without conducting a research , some plans might turn out to be a disaster or a waste. In order to do this, prepare a list of questions needed for your research. This would help you become efficient. Find out the main goal. Is it to be able to raise money? For training? Or for whatever reason that is. Make sure that your goals are clear so that you can use it when you want to measure how successful your event is afterwards.
This stage involves finding the right venue, number of guests, and the purpose for your event. Delegate some of the tasks and responsibilities to your team members so that it would be easier to work on. It would also prevent you from being too overwhelmed with the details pertaining to the event.
Make sure to find a way that shows that your event is something worth attending. Think about a unique name, tagline or logo. This would help in making your brand more successful. As soon as you make it public, you can use your email, social media advertisements , and an invitation list for promotion.
Everyone who has a role in the event should know what is expected of them. With that, you should be able to give them schedules to guide them for a clear start and finish time. This is the stage where you have to exert more effort and hard work.
It is not necessary to use a formal evaluation sheet for this stage. However, conducting an evaluation is an essential process especially if you are new to the work specifically in planning and collecting for feedbacks in order to build a good reputation as a planner. After the event, assess if the goals of the event are met. The only way to improve is to have a willingness to grow and improve.
The 5 C’s are concept, coordination, control, culmination and closeout.
It depends on every event planner . Some would take at least 48 hours, some would even go up to a month especially if the client has a lot of demands and changes to make.
Recently, event planning is definitely booming. There have been a lot of bookings for different events and a lot of people would prefer something less hassle so they would always find time to look for an event coordinator.
Now, you already have a perfect formula that will help you plan out an event. The guidelines that were written in this article will keep you organized and focused in order to make the most of your event. Take note that when you do event planning, you also have to take a certain level of flexibility. If you want to look for more samples, you may check out event action plan samples and templates in the article.
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10 Free Action Plan Templates and Examples in ClickUp, Excel, and Word
Content Partnership Specialist
December 30, 2022
Max 10min read
Blueprint, action plan, roadmap— tomato, to-mah-to! 🍅
Whether you’re pursuing a professional goal , developing a product, or building a house, you always start with a detailed plan to guide your next steps.
But it’s a little easier said than done. 👀
Powerful project management software is the key to creating and overseeing comprehensive action plans. And choosing the right action plan template for your software is the key to saving time on this step-by-step process while making sure you cover all the bases! 🔑
Even simple projects and goals require organized action plans, and action plan templates provide the perfect framework to help you turn these plans into a reality! While there are tons of templates at your disposal, they each carry a unique set of features and value depending on the size of your team, project, or goal.
Instead of combing through pages and pages of search results, start here, with 10 of the best action plan templates for ClickUp , Excel, and Word. You can access each template directly from this blog, and did mention they’re all completely free? 💸
What is an Action Plan Template?
What features make for a good action plan template, 1. clickup action plan template, 2. clickup corrective action plan template, 3. clickup employee engagement action plan template, 4. clickup cybersecurity action plan template, 5. clickup smart action plan template, 6. clickup daily action plan template, 7. clickup action priority matrix whiteboard template, 8. clickup management action plan template, 9. microsoft word action plan template, 10. excel action plan template.
Your action plan is a detailed list of items that must happen in order to complete a project or reach a goal. You can make an action plan for virtually anything —and you probably already have!
Think of your action plan as a thorough list of every task included in a workflow or steps in a process. But what makes your action plan different than a simple to-do list is the amount of organization, information, and detail involved.
Your plan justifies the who, what, where, and when of your project and shows how each related task ties back to those ideas. This helps project managers streamline workflows and ensures that every action item is absolutely necessary.
Action plan templates take the “set up” out of setting up your roadmap. Your template may come in the form of a pre-built flowchart, list, document, or table where you can essentially plug and play your project’s information in the proper areas to guide your next steps in the process.
They’re excellent resources to have on hand for fleshing-out fresh ideas, during employee performance reviews when you’re planning professional growth, and so much more. Plus, action plan templates can be customized to more specific use cases and are designed to help you think more proactively and strategically about building processes .
What are the best features to look for in your next action plan template? In a nutshell, there’s a lot to keep in mind.
An action plan template helps you stay on top of your workflows and be more strategic about how you approach them. And since projects vary in complexity, industry, scope, and timelines, no two action plan templates will look or function the same. That’s why it’s so important to make sure you’re looking for the template that best suits your needs, rather than the one that’s just doing the most.
A good rule of thumb is to stick to these five qualities:
- Multiple views : The ability to choose the way you visualize and complete tasks will put the power back in your hands when it comes to structuring and executing your projects. Every team member works differently, and whether you’re a visual learner or prefer working from a list, multiple views make every person’s preference possible.
- Highly visual : Especially during brainstorming sessions and R&D, having the option to map out steps in a process is a major asset. Whether your team is using a digital whiteboard or mind map software , highly visual flowcharts and diagrams turn action planning into a more collaborative experience.
- Intuitive UI : Your template might have all the right features, but if the team can’t figure out how to use them, the value is gone! Make sure your action plan template is easy to navigate, customize, and edit.
- Collaborative and sharable : An action plan template can be for the entire team, not just the project manager. Everyone involved (including stakeholders) should have easy access to your template and the ability to add updates as needed.
- Tons of integrations : Integrations extend the functionality of your project management software and fill any feature gaps your template might have.
And that’s just to name a few! Your team or project might require a few other more specific features, but starting with these five will guarantee a powerful and useful business action plan template.
10 of the Best Free Action Plan Templates
Now that you’ve got the essentials down, it’s time to set your search in motion! Luckily, project management is kind of our thing. 🤓
We’ve done our homework to bring you 10 of the best project action plan templates for ClickUp, Excel, Word, and more. And the best part? You can download them directly from this blog without even spending a dime. 💰
Taking the time to create a plan with actionable steps can provide invaluable structure for simple to complex projects!
The ClickUp Action Plan Template sets the stage to review action plans daily, weekly, monthly, and quarterly on a Whiteboard. This process will help make goal-setting easier by providing a simple way to structure the action items, determine deadlines and resources, and track progress toward your objectives.
If this is your first time using a digital whiteboard, no worries! The Getting Started guide inside this template will walk you through how to set up your canvas. 🎨
A Corrective Action Plan (CAP) is a structured action plan outlining the steps needed to address problems and improve the performance of a role, process, or system.
With the ClickUp Corrective Action Plan Template , it’s easy to consolidate data and ideas so everything is in one place. The main elements of a CAP in this Whiteboard project action plan template are organized to shorten the time it takes from identifying a mistake to implementing a solution:
- Areas for Improvement : Identify the fields around your business operations or team performance that needs changes and attention
- Problems and Root Causes : Define the challenges, roadblocks, and supporting information of each to analyze and develop a solution
- Possible Solutions : Consider every factor involved in your corrective plan, and list down all the possible solutions to make a change for improvement
- Measure of Success : Define your success that’s measurable through key performance indicators or metrics that are applicable and beneficial to your team and overall operations
- Task Owners : Assign specific team members to every task
- Timeline: Allocate enough time to prepare for change and improvement as you go through this template
The ClickUp Employee Engagement Action Plan Template is a Doc packed with examples to increase employee satisfaction and engagement. It offers step-by-step instructions to get the most out of your template to measure progress on common HR goals :
- Business strategy
- People strategy
- Strategic priorities
- Communication plans
And that’s just the beginning! You can assign tasks directly in the Doc or connect your employee action plan template to tasks and share it with stakeholders. This reduces the number of feedback channels and shortens the time it takes to approve a plan or assign tasks to team members.
Pro tip : Use subpages to add training programs, reward systems, and other related activities to keep all your work in one place!
A Cybersecurity Action Plan is a written framework outlining the steps and resources required to improve security posture. TechTarget defines security posture as “an organization’s overall cybersecurity strength and how well it can predict, prevent and respond to ever-changing cyber threats.”
A comprehensive cybersecurity action plan starts with an assessment of an organization’s current security posture—analyzing existing policies, procedures, systems, and infrastructure in order to identify any gaps or areas of vulnerability.
Based on this assessment, actionable steps can be taken to improve technical and non-technical aspects of security like implementing new technologies, processes, and practices. ⚙️
The ClickUp Cybersecurity Action Plan Template is a beautifully-designed Doc for any Security team to quickly customize for audience impact and understanding. As you go through the action plan process, you can collaborate with your team in real-time or async!
Use this free template to easily protect your ClickUp Docs with the Privacy and Edit controls to prevent unwanted changes to the content of your Pages.
The ClickUp SMART Action Plan Template helps project managers break down complex tasks into more manageable steps while considering the barriers of time, resources, and expertise.
The acronym SMART stands for Specific, Measurable, Achievable, Relevant, and Timely. This template organizes each SMART goal category while providing helpful prompts for success! After you’ve filled out each category, highlight your text to create actionable tasks and assign a completion date.
From there, you can navigate between your Doc and tasks easily without opening more browser tabs.
Need to tweak or make mental notes on your action plan? There’s a section in this template just for that—the Follow Through section. Jot down the review date, key accomplishments, improvement areas, and support needed to keep track of all your work!
The ClickUp Daily Action Plan Template is a worthy rival to your coveted to-do list on your company-branded notepad.
A daily action plan is a blueprint for organizing and prioritizing tasks throughout the day. It helps us to stay focused and productive, while also helping us to better manage our time. The process involves creating a list of tasks that need to be accomplished each day, assigning a time frame for each task, and most importantly, committing to completing them within that time frame. ⏳
Individuals or teams will benefit from its organized layout and connected view of organizational goals. To begin, open the Getting Started guide within the project action plan template to make it your own so you can use it every day!
Discover more to-do list templates !
An Action Priority Matrix is a visualization tool to help anyone assess and rank tasks based on how much effort is required and how important completing the task is for achieving the overall goal.
The action priority matrix typically includes four sections: action item/task, importance level, timeline, and completion status. This allows teams to easily rank action items by importance so they can make sure important tasks are completed first and within the allotted time frame.
Tasks with the potential to improve performance or mitigate risks should be given higher priority than those with no direct impact. Similarly, tasks with short-term deadlines should be treated as a higher priority than long-term goals in an action plan’s timeline.
The ClickUp Action Priority Matrix Whiteboard Template is perfect for project managers looking to optimize their action plans in order to improve performance over time. Teams can more easily identify which tasks need attention first while tracking progress along the way. The Getting Started guide in this template includes formatting tips and examples to get your Whiteboard action plan ready!
Check out more matrix templates and matrix structure examples .
This ClickUp Management Action Plan Template is built to handle any project, but it’s especially helpful for larger or more complex situations. It provides a structured framework to explain your approaches while tracking progress!
The Doc comes with helpful tips and is organized by the following sections:
- Introduction to provide context on the problem
- Goals to list the plan’s success criteria and desired results
- Action Plan to detail specific tasks, projects, and team members
- Review and Approval to assign the responsible party
This detailed work plan template in Microsoft Word gives you an organized space to document a clear planning process. To track progress on your team action plan template, consider using a project management platform (like ClickUp) so you can bridge the necessary resources!
If you’re looking for free action plan templates in Microsoft Excel , we recommend this one! It comes with all the essential categories ( Action Item, Rank, Priority, Owner, Assigned, Due, Done, Status , and Notes ) to develop an effective action plan.
Listing team members might become an administrative burden as roles change or new hires come on board. (Try the No. 6 ClickUp Daily Action Plan Template to avoid this issue!)
You can also use this as a sales action plan template to keep track of budgets, progression, and sales employees. Using this as a sales action plan template could be a faster way to track your team’s work.
Turn Plans Into Action With a Template by ClickUp
Any of these 10 templates will start your project planning off on the right foot. But while they all share similarities, a select few stand out for their ease of use, customization abilities, power, and functionality…
Templates by ClickUp. 🙌🏼
ClickUp is more than your average project management tool—it’s the ultimate productivity platform and the only software powerful enough to centralize your work across apps into one collaborative hub.
In fact, ClickUp Whiteboards , Docs, and its 15+ unique project views are just a few of the reasons why teams across industries rely on ClickUp, and how it makes your action plans more valuable from start to finish.
Access the templates linked above and hundreds more from ClickUp’s Template Library , and tons of rich project management features across every pricing plan . Plus, ClickUp integrates with more than 1,000 other work tools to streamline processes even further.
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How to Plan an Event – Free Template
Looking to plan your first event? Maybe you’ve been planning events for a while but want to ensure you’re using the best possible framework. Understanding the key components, ensuring you have an event plan and creating lists to help you check off all of those last minute details is a system event planners use to ensure success.
In this guide we’ll walk you through what event planning is, what it involves and how to write an event plan, step-by-step, with a checklist to help you along the way.
What is event planning?
Event planning is the organisation of all of the activities that surround an event. This could be a party, a festival, a conference or a tradeshow. Planning an event takes lots of work and key organisational skills. Event planners will often work on everything from catering, to entertainment, booking presenters and managing exhibitors. The event planning process ensures that all of these areas are covered, that the event remains within budget and that it is delivered on time and fulfils the event objective(s).
Key components of event planning
The key areas an event planner will manage include:
- Event preparation – writing an event plan, documenting budgets and timelines and researching suppliers like caterers or staff members.
- Event promotion – all of the aspects that help to sell the event, raise awareness and increase the number of attendees.
- On-site event management – making sure the big day (or days) goes without a hitch and that everyone is where they need to be. Putting out any onsite fires!
- Post-event review – organising debriefs, data collection and analysis and reviewing these against the original event aims and figures.
Here’s a graphic that captures the full event planning cycle:
Of course, there are many more individual tasks that fall under the event planning bracket, which is why creating an event plan to cover them all is a great idea.
How to make an event plan (and checklist)
To plan a successful event it’s important to have an event plan. This is usually completed before the event as it allows you to think about the event from start to finish. This is especially useful if you have different teams like sales and marketing, or if you need to present the event plan to other investors.
In our event planning 101 toolkit (which you can download at the bottom of this page) we include a copy of a free event planning template.
Here are the key seven areas to consider when writing your event plan:
1. An overview of your event
The name of your event. Simple, right? Well, not quite. Before you name your event, think through these questions: Is your event name unique? Memorable? Clear and descriptive so it’s easy for people to know what your event is about?
Again this sounds simple, but have you checked to ensure there are no big direct or indirect competitive events on or close to your event date? Have you ensured there are no big bank holidays, religious holidays or other large events? Are you sure the venue is available and at least on hold for those dates?
This could be your specific venue, or if you haven’t booked it yet, the intended city or destination for your event. Before you make a decision, consider; have you checked your Eventbrite dashboard to see if you’ve picked the best location based on where your attendees come from? Are there good transport links to the venue? Does it fit with your budget, brand, preferred dates and anything else materially important to the experience of your attendees?
People run events for lots of reasons. What is the purpose of yours? Some options include: profit, fundraising, brand awareness, lead generation, networking, education, community engagement, product launch…and many more. Be sure you know what the core purpose and essential outcome of your event is.
Getting into the meat of the document now, let’s start off by identifying the core need of your attendees. Why are they going to pick your event over everything else they could spend their time or money on? What do you give them that no one else can? Here are some examples:
- A professional conference organiser: Our attendees need to learn about the latest trends and opportunities taking place in their industry.
- A festival director: Our fans need a fun weekend with their friends where they can see all of the hottest bands in Indie music in one convenient place.
- A charity: Our supporters need an event that lets them get involved with our cause, show their commitment and help raise money at the same time.
- A small business: Our customers need a place where they can meet their peers, learn about our latest product updates and how to implement them.
2. Event audience and USP
This is the place to describe some of the key features or benefits of your event, which directly meet the needs of your attendees. For example:
- Conference: We have the best speakers in the industry, who will share their uniques insights to help our attendees leave with a plan for the future.
- Festival: We have the best bands – established and emerging – in Indie music, with an amazing array of fun features to keep everyone energised for a full weekend.
- Charity: We have an inspiring 5k walk, making it accessible for everyone, with all entry fees being dedicated to our cause.
- SMB: We’ve our Product Director to explain all the key features of our latest release, followed by free drinks and food so everyone can enjoy a fun networking evening.
Unfair advantage
This is typically an internal resource or process that would make it very hard for a competitor to replicate your solution. Some examples:
- Conference: Our producer has the best relationships in the business, meaning we can secure better and more senior speakers than any other conference.
- Festival: We have exclusive contracts with our top 3 headliners, meaning they won’t be seen anywhere else this summer.
- Charity: We have a unique site secured exclusively for our walk, making it a uniquely beautiful experience for our supporters .
- SMB: This will be the first time anyone has heard of our product updates, making it an exclusive event for only our top customers.
Unique Value Proposition
We covered how to create a compelling Unique Value Proposition in a previous post, so this is the space where you pull the key elements of your event together into a simple, memorable tagline. For example:
- Conference: The only place you can hear all 10 of the Top 10 Fast Tack 100 CEOs speak in one place.
- Festival: The only place you can see XXX, YYY, ZZZ play this summer and enjoy 50+ incredible gourmet food trucks catering every cuisine you can imagine.
- Charity: Join hands with your community and show your support for XXX in the unique grounds of YYY this Spring.
- SMB: Be the very first to hear about our first major product update in 2019, then catch up with your peers as we serve up drinks and food all evening.
Arguably your audience comes first of all, but as you start thinking about promotion, this is a great place to document exactly who you think should be at your event. We’ve also covered audience development in depth here . For the strategy document, you may just put the essential demographics down, such as:
- Conference: Mid-to-Senior Management at fast-growing companies with annual revenues between £1m-10m.
- Festival: Millennials (aged 21-40) with disposable income, active on social networks, typically single.
- Charity: Anyone who has been touched by the same issue as our members (e.g. cancer survivors, relatives of crime victims, orphans and their adoptive families).
- SMB: Our 100 most valuable customers and our business development teams top 50 priority list.
3. Event marketing timeline
The best event marketing strategies follow a timeline and logical sequence, with each promotion reinforcing the last. While every event is different, there are some common tactics that can help guide you as you plan your event project.
Start by breaking down your efforts by milestone: pre-event, ticketing launch, day-to-day, and last call. Then choose your channels, including email, social media, SEO, blog articles, partners, press releases, and influencers.
Once that’s established, you can map out your schedule. Even if ticketing isn’t launched a year before your event, that doesn’t mean it’s too early to start brand marketing.
Looking for a strategic breakdown for your social media plan? Check out our Essential Guide to Social Media for Events .
Try to stick with 3-5 marketing channels so you don’t spread your team and budget too thin. In our examples they may look this:
- Conference: The marketing channels we will focus on are: Email, Direct Mail, Paid Social Media
- Festival: Sponsors, Social Media, Display Ads
- Charity: PR, Word of Mouth, Partnerships, Blog
- SMB: Influencer Relations, Webinars, Email, Social Media
4. Key Metrics
The key metrics you put in your event plan should tie back directly to your event’s purpose, or at least support it in the some way. Again, try to limit these to between 1 and 3, for example:
- Conference: 1. Profit; 2. Average ticket price; 3. Growth
- Festival: 1. Revenue; 2. Number of attendees; 3. Cost per acquisition
- Charity: 1. Funds raised; 2. Number of participants; 3. Press mentions
- SMB: 1. Attendance
5. Event costings overview
This is the place to detail your headline costs or expected budget, so everyone is on the same page as to what they can and can’t spend and where they’ll need to make savings.
Get a proper handle on what you’re spending and manage costs like a pro by using a budget template (we’ve included one in our event toolkit below).
Here’s an example of what your event cost template may look like:
6. Team roles and responsibilities
Knowing who on your team will be responsible for what months in advance is vital as everything comes together in the planning stage. If you’re not sure where to start, you can refer to a past event that’s similar to your upcoming one to divide the roles and responsibilities. There are also many free event planning productivity tools that will help you and your team stay in sync.
Note: Make sure you’ve designated a point person for even the seemingly small things, like updating sponsors on attendance. What might seem like a small task now can become a huge problem if you don’t have a coverage plan when everyone’s bandwidth is maxed out.
You may also be tempted to hire a professional event planner to take care of it all for you, but can you afford one? Des Mclaughlin, Divisional Director of Grass Roots Meetings & Events , suggests that event planners charge and the different payment models that can influence the final cost.
“The simple truth is that there are no hard and fast rules when it comes to payment styles and terms between clients and event agencies. In fact the very same agency can often charge differently depending on the client or indeed service offered – event management and logistics is for example a very different service to that of strategic meeting management and venue finding – particularly when you consider the difference between external and overhead costs that each represent.”
He explains that there are six key event planner models to consider when working out event planner fees which include:
- Fixed management fee: This is a flat rate for the whole project rather than an hourly rate. This requires the agency to estimate how many hours work organising the event will take and caps the fees payable.
- Percentage of budget: An event planner may also charge according to the total value of the event. They will typically leverage a fee of between 15-20% of the total cost.
- Return of commission: Many venues and hotels offer commission to agents on bookings. Under this model the agency or event planner passes on any commissions received, to come off the client’s bottom line. Alternatively, the event planner may look to negotiate non-commissionable pricing to achieve a better base price for the client.
- Sharing of commission: Rather than passing all commission on to the client, the event planner may split the revenue between themselves and the client.
- Markup on services: An event planner may take remuneration by marking up the third party services it supplies, such as venue hire, catering and AV. This would typically be between 10-15%.
- Open book client relationship: Where the client has access to the event planner’s accounts so they can check they are not hiding commissions etc.
The bottom line is that there are many different payment models, allowing you to choose the one which best suits your organisation and budget.
7. . Event revenue model
Last but certainly not least, you need to document how you’ll be balancing the books and getting some money in the bank! For example, here are some event revenue models you could use as a starting point:
- Conference: 50% Delegate Tickets (early bird, standard, onsite); 50% Sponsorship.
- Festival: 30% Sponsorship; 20% Concessions; 50% Ticket Sales.
- Charity: 60% Entrance Fees; 30% Onsite Donations & Concessions; 10% Sponsorships.
- SMB: 100% Internal Investment.
8. Event safety plan
When it comes to keeping your event attendees, staff members and presenters safe, there are many elements to consider. The government’s health and safety for events guidelines can help to ensure you think about the different elements such as:
- Reducing risk
- Creating information for employees or attendees
- Organising contractor health and safety
- First aid, toilets and wash facilities
- Waste removal
- Food health and safety
Event planning checklist
Use this checklist to ensure you have thought about all of the key areas relating to your event. Have you:
- Determined the event goals and objectives
- Produced a written event plan
- Defined the event audience
- Conducted market research
- Finalised the event budget
- Decided on an event name
- Booked an event venue
- Created a marketing plan and timeline
- Selected your vendors
- Secured your event sponsorship
- Determined a registration system
- Launched an event website
- Launched the event marketing campaign
- Scheduled an email marketing campaign
- Booked speakers and presenters
- Organised insurance and health and safety compliance
- Organised catering
- Organised audio visual, lighting and staging
- Booked entertainment
- Hired event staff
- Determined a lead capture system
- Ordered event signage
- Involved local or industry press
- Reviewed and analysed event success
Ready to complete plan your event and begin working out the most successful method to get things launched? Download our event planning package of resources below to help guide you to a successful event for you and your attendees.
- Contact sales
- Start free trial
Get your free
Event Plan Template
Get your Event Plan Template for Excel or open it in ProjectManager, the best way to manage your projects online.
An event is a project. You have to plan, execute and close within a specific timeline and a limited budget. In order to have a successful event, you need an event plan to coordinate all the elements so that they fall together correctly.
A good place to start is with an event plan template. Our free event plan template in Excel breaks your event into phases, and even acts as a checklist to make sure your event goes off without a hitch.
But, if you open our event plan template in ProjectManager, you’ll be able to manage your event in five different views: Gantt, kanban board, task list, calendar and sheet. Plus, you can invite your team and collaborate together in real time so your event goes off without a hitch. Get started for free and start managing your event plans better.
What Is an Event Plan?
An event plan outlines all the steps you need to take in order to achieve the goals and objectives of the event you’re producing. In that regard, it works very similarly to a project plan.
The event plan collects all the tasks necessary to build the event from start to finish. There are resources to identify and manage, a site to choose and rent, plus so much more. The event plan is the first place in which all these elements are outlined.
The structure of an event plan can vary. It can look like a to-do list, albeit with a bit more detail. It can also be designed as a timeline to show all the tasks laid out chronologically. Either way is valid. A checklist-like format gives you space to add time estimates, who is responsible for what and more, while a timeline shows the whole project at once.
Why You Need an Event Plan Template
An event plan template acts as a repository for all the tasks that must be done in order to have a successful event. Without a shared document that identifies what must be done, there is no way to schedule it. Without placing your event within a feasible time frame, the chances of missing deadlines grow exponentially.
The event plan template serves as an organizational tool. Events are complicated, whether a small party or a business conference. An event plan template gets you organized and that saves time. Next to money, time is probably your biggest constraint.
Finally, using our free event plan template in Excel will allow you to pay attention to the finer details, which can make or break an event. If you don’t promote, no one might show up. If your menu doesn’t offer choice, people might get upset. Forget to include security, coat check or valet for people who arrive by car and you’ll have a nightmare on your hands. The event plan template makes sure you covered all the bases.
A template will cover your bases, but project management software will give you the tools to plan and execute your event. ProjectManager organizes all the steps leading up to the event and helps you make sure they come together without a hitch. Use our project timelines to link tasks together and prevent any critical delays. Track your expenses and your progress with real-time data to make sure you stay on schedule. Try it for free today!
When to Use an Event Plan Template
If you’re reading this, more than likely, you’re being tasked with producing an event. That’s the time you want to pull out this event planning template. If you need to present your plan to stakeholders and the event will involve various departments in your organization, then the event plan template is the first step.
Next, you can figure out what the goals and objectives of the events are. This process should ideally begin four to six months ahead of the event date. Smaller events can probably have a lead time of about a month. You’ll want to have all your contracts finalized at least a few weeks before the event.
How to Use ProjectManager’s Event Plan Template in Excel
ProjectManager’s free event plan template in Excel is set up to get you started with planning your next event quickly. It’s customizable, so you can edit it as you need to make it align with whatever event you’re tasked with producing.
The template is broken down into the four basic phases of any event:
Planning Phase
The start of any event plan starts with a plan. Those first steps are listed here, such as setting the goals and the objectives of the event, which lays the foundation on which any successful event is built. Other tasks include building sponsorship relationships, starting to assemble a guest list, determining the site, contracting with suppliers, speakers and caterers, etc.
Promotion Phase
Any successful event begins with promotion. Whether a birthday party or a convention, you have to get the people interested to attend. This can be as simple as designing flyers and invites to work with your marketing department on PR for the event. At this point in the event planning process, you’ll be sharing your plan with everyone involved in making the event so they’re all on the same page.
Execution Phase
Now it’s party time! The day or days of the event are often the most stressful, which is why a plan is so important. It provides a map to guide you on what must be done. Such items would include coordinating with the services you hired for the event, such as catering. Before the event starts you’ll need to set up a registration booth, a green room for any speakers, deal with security, wifi and more.
Wrap-Up Phase
When the event is over, and hopefully successful, your job isn’t quite over yet. You need to make sure that the workers are paid and all contracts are signed and closed. There will likely be a cleanup of the site in order to make sure your security deposit is returned. If it’s a business function, following up with attendees is helpful and will give you a lot to chew on when you do a post-mortem analysis to discuss what worked and what didn’t to make sure the next event is even better.
How to use an Event Plan Template with ProjectManager
Adding your event plan template to our software will give you tools to manage the event to make sure everything is happening according to the plan. ProjectManager is an award-winning tool that organizes tasks, projects and teams to help you work more efficiently.
Multiple Views
When you import your event plan into our tool there are multiple ways to view it. You can see it in a calendar view or a task list, which is like the template only more dynamic. You can customize tags to each task or use one of our preset ones, such as setting the priority. Documents and files can be added to the tasks, as well as directions.
Plan on a Timeline
Switch over the Gantt chart view and now you’re looking at your event plan laid out on a timeline. This can help you better schedule all the tasks by linking any that are dependent on others to start or finish before they can start or finish, which avoids bottlenecks later on. Then break your project into milestones to represent the phases of your plan.
Track Progress on Dashboards
If you’re reporting to your stakeholders on progress, you can show them a high-level view with our real-time dashboard, which is updated as teams file their status. It automatically calculates and displays metrics such as cost and time to make sure you’re meeting your deadlines.
Those are just some of the features that will help you plan and manage your event. Our cloud-based software delivers live data so you’re always aware of progress and performance. Plus, we have unlimited file storage to keep your itinerary, contracts and attendee data for easy follow-ups.
What Other Templates Can Help With Event Planning?
When planning an event you can use all the help you can get. If planning an event is just planning a project, then check out these other free project management templates we have on our site.
Project Budget Template
Every event has a budget. Every successful project stays within the parameters of that budget. To build a budget that meets the expectations of your stakeholders without breaking the band, use our free project budget template.
Project Timeline Template
Our free event plan template is laid out like a super checklist, but if you’re more comfortable working with an event plan in a timeline format and are not ready to try out our robust software, then the free project timeline template is a good place to start.
Work Breakdown Structure (WBS)
Having an event plan template is important, but before you can fill it in you need to have a complete list of all the tasks that are required to get you to the event. That’s where our free WBS template comes in handy.
Related Content
If you’re looking for articles to flesh out the ideas above, check out our blog and video tutorials. There are hundreds of pieces posted to help you with every aspect of project management, including event planning. Here are a few.
- Event Proposal Template
- 7 Secret Tips for Successful Event Planning
- Event Planning Software
- How to Plan an Event (Checklist Included)
ProjectManager is a cloud-based tool that delivers real-time data to help you make better decisions. It organizes all the steps you have to take to launch a great event. Our features help you plan, monitor and report on progress to make sure everything happens as you planned it. Plan your next event with ProjectManager by taking this free 30-day trial.
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