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](../operations/SKILL.md)
- [Marketing](../marketing/SKILL.md)
- [Product Management](../product-management/SKILL.md)