Event planning with timelines, budgets, vendor coordination, logistics checklists, and post-event evaluation. Use when organizing conferences, workshops, galas, or corporate events.
Comprehensive frameworks for planning, executing, and evaluating events of all types and scales.
| 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% |
| Source | Projected | Actual | % of Total |
|---|---|---|---|
| Ticket Sales | |||
| Sponsorships | |||
| Exhibitor Fees | |||
| Other | |||
| Total |
| 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 | 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.
EVENT RUN SHEET: [Event Name] — [Date]
TIME | ACTIVITY | OWNER | LOCATION | NOTES
---------|---------------------------|------------|-------------|-------