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Redbooth Templates

Choose a Template to get your workspace instantly built and ready to go.

Planning a big event? Use this template to organize all your pre-planning, research, day-of and post-event tasks. Great events start with a great plan.

Event Planning

Planning a big event? Use this template to organize all your pre-planning, research, day-of and post-event tasks. Great events start with a great plan.

Event Planning

Brainstorming

  • Define event goals
  • Determine the audience
  • Pick a name
  • Discuss venues
  • Propose possible dates
  • Finalize date
  • Reserve dates for key attendees
  • Assign event responsibilities

Budgeting

  • Venue fee
  • Guest invitations
  • Catering
  • Event staff
  • Sponsorships
  • Chair, Table & Equipment Rental
  • Set up: audio visual equipment
  • Guest travel costs
  • Guest acommodation
  • Set up: decorations
  • Marketing & promo materials
  • Advertising, PR, social media
  • Transportation and parking
  • Translation costs
  • Event site and app
  • Gifts and marketing materials
  • Off-site events
  • Restaurant reservations
  • Miscellaneous

Invitations

  • Draft and define a guestlist
  • Define VIP attendee list
  • Inivite and confirm speakers
  • Directions and transportion info
  • Gather info about local area
  • List of accomodation options
  • Send invitations to attendees
  • Material for visually impaired
  • Hire interpreters or translators
  • Plan for attendees with disabilities

Venue

  • List potential venues
  • Contact venues with requirements
  • Visit and evaluate venues
  • Research local activities
  • Select venue
  • Sign contract with Venue
  • Venue deposit

Marketing

  • Event site and app
  • Social media groups
  • Promotional materials

Sponsorships

  • Potential sponsor list
  • Send sponsorship requests
  • Estimate sponsored budget
  • Request sponsor's info for agenda
  • Request sponsor logo
  • Add sponsor's names to materials
  • List sponsored activities
  • List sponsored materials

Food

  • Contact catering services
  • List and compare menus
  • Define breakfast menus
  • Define lunch menus
  • Define snack menus
  • List dietary options
  • Book caterers
  • List restaurant options
  • Book restaurants

Transportation

  • Directions
  • Parking availability
  • List of guests with disabilities
  • List of arrivals from airports
  • List of arrivals from train
  • Cars and taxis

Venue Setup

  • Plan for venue setup
  • Alternate space plan
  • Confirm guest access
  • Audio/visual area set up
  • Outdoor space access (if any)
  • Table setup with promo materials
  • Guest seating arrangements
  • Signs to direct attendees
  • Air conditioning/heating (outdoor)

Safety

  • Provide safety info to attendees
  • List of emergency contacts
  • First aid/ambulance on site
  • Fire/Emergency exit plan
  • Book required security staff

2 Weeks Prior: Final Checklist

  • Finalize event agenda
  • Final attendees list
  • Final speakers list
  • Final VIP guest list
  • Final list of vendors
  • Final list of staff
  • Final menus for all meals/snacks
  • Final list of special requirements
  • Final list of dietary restrictions
  • Prepare event schedule and info
  • Finalize speaker info
  • Finalize sponsorship info
  • Finalize VIP guests info
  • Finalize info about local area
  • Finalize amenity & activity info
  • Final event outline
  • Send materials for printing

Day of Event Checklist

  • Staff
  • Agenda and event materials
  • Speakers
  • Venue set up
  • Catering
  • Audio & video
  • Photography & Video
  • Tickets

After Event Checklist

  • Send "thank you" notes
  • Complete vendor payments
  • Prepare after event press release
  • Update site, app and social media
  • Finalize budget vs. actuals plan
  • Start planning for your next event!