How to plan an event easy
This template helps you organize all aspects of your event by breaking down tasks into manageable steps. Start by filling in key details such as the event date, venue, and guest list. Then, outline tasks like invitations, catering, and decorations, and assign deadlines to ensure everything runs smoothly. Ideal for both personal and professional events, this template guides you through the entire planning process, making sure no detail is overlooked.
For public events
This last step is optional and it's only for public events.
Announce the event on your websiteCreate a posterCreate paid adsContact and invite pressSend email invitations and remindersCreate a press release
Your event name
Write your event name
Decor
To create a unique and pleasant ambient, make sure you have the perfect ornaments.
You can hire a company or do it yourself.
Write here the style or the elements you want to include, for example:
FlowersBalloonsPhoto corner
Music
If you have an event where you will have music, think about what you need:
DJCover BandMusic BandArtistTraditional music artistsDancers
Food
&
Beverages
Food & Beverages
Extra
Here you can add extra things you would like to offer at your event, such as:
Candy barCigarHookahIce cream truck
Drink menu
Drink menu
Hot drinks
Beer
Soft drinks
Long drinks
Cocktails
Spirits
Wine
DRINK MENU
- alcoholic or non-alcoholic menu;
- what drinks you want to include;
- open bar or menu/person.
Create your drink menu in the notes section
Write the type of menu you chose.
Food menu
Food menu
EVENT MENU
VEGETARIAN/VEGAN MENU
CHILDREN MENU
Type of menu
FOOD MENU
- how many courses you want to have;
- what food dishes you prefer.
Create your food menu in the notes section
Don't forget to create a vegetarian/vegan option and special menus for children.
Write the type of menu you chose.
If you want more options, write each of them on separate topics.
number of menus
Add how many portions of this type you need.
Staff
Now that you have all the activities set up, you can write down all the necessary employees.
For example:
WaitersBartenderHostessPhotographerSpeaker/HostChildren animator
..........
number of people
Add how many people on this position you need.
Schedule
First of all, think about all the activities that will happen during the event, and then schedule them.
Here are some examples:
- 6-6:30 PM Welcoming
- 6:30-7:30 PM Finger food
- 7:30-8:30 PM First speaker
- 8:30-9:00 PM Appetizer
- 9:00-9:45 PM Second speaker
- 9:45-10:15 PM Main course
- 10:15-10:45 PM The prizes
- 10:45-11:00 PM The band - concert
- 11:00 PM - 1:00 AM DJ and socializing
...PM - ....PM
Add the timetable.
Activity
Add the activity.
Location
Another important aspect is the location.
Think about a place that:
- is appropriate for the event;
- is accessible for your guests (if it's not, think of means of transportation);
- fits into the budget;
- has available dates for your event.
Add a phone number or email address.
Address
Add the address of the location.
Note: you should mention it to your guests too when you invite them.
Name of the location
Add the name of the location.
Add their website here
Guests
The guests are one of the most important elements of an event.
Invitations
Depending on the type of your event, think about how you would like to invite people:
Phone callEmailPhysical invitations
Guest list
GUEST LIST
Now think about specific people you would like to invite.
Create a guest list in notes:
Add your guest list
Number of guests
How many guests do you have?
Write the total number of people who will participate.
.... persons
General
Info
Let's start with the general information about the event.
Organizers
Add the people who organize/host this event.
Name
Add the name.
Contact
Add the contact information, such as phone number or email address.
Time
Add the time slot, without being specific about the time table.
for example: 4PM - 1AM
Date
When will this event happen?
Add the day or the period (if there are more days).
mm/dd/yyyy
Budget
An important aspect to start with is your total budget.
.... $
Type of event
What kind of event do you want to plan?
Birthday partyAnniversaryReunionProduct launchFashion showChristmas partyTeambuildingFestivalFairPromCongressGrand openingFundraisingCharityCompetitionGraduationCeremonies
Your event
