event-planner
Event planning with timelines, budgets, vendor coordination, logistics checklists, and post-event evaluation. Use when organizing conferences, workshops, galas, or corporate events.
What this skill does
# 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
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