How To Create a Template for Event Planning (With Example)
By Indeed Editorial Team
Published April 8, 2022
The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.
As an event coordinator, it can be essential for you to stay organized as you prepare to host an occasion. A template for event planning can describe the details of the function, including cost estimations, promotions and third-party resources. Knowing how to compose an event planning template can enable you to lead a successful venture that meets deadlines and the expectations of stakeholders. In this article, we discuss the purpose of a template for event planning, explain how to create one and provide an example.
What is a template for event planning?
A template for event planning is a digital outline that organizes the tasks for coordinating a special event. It enables you to create an agenda and monitor your progress as you prepare to host a function. If you work on an event planning committee, then you might share the template with members of your team to ensure you're all working together toward the same goals. You can review the details of the event in one place and customize the outline according to the event's scope. Here are examples of details that a template for event planning might include:
Budget: A budget can identify the extent of your financial resources that you can dedicate toward the event, and it can help you avoid overspending. The template can include how much money you can afford to spend on each part of the occasion, such as food, entertainment and decorations.
Timeline: Once you've set a date and time for the function to take place, you might establish a timeline for meeting all your objectives before that date. For example, if the fundraiser is in April, then your timeline may be to find a venue by December, send invitations by January and finalize the event's itinerary by March.
Venue: If you're hosting an event at a third-party location, then it can be important to include information about the venue, including the hours you can host the event and the rates it charges to use the space. Your template may also specify event planning packages the venue may offer, such as a set price for the space, music and food.
Vendors: Besides the venue, you may hire small businesses to contribute specialized services for the event, such as decorations, catering and entertainment. The vendors' section on your planning document can ensure you understand the third parties' rates and the types of services they can provide.
Promotions: If you want to attract publicity and increase guest attendance, then you might aim to promote your event to the public. The promotions section can outline the channels you may use to raise awareness about the function and the audience engagement you're striving to yield.
Checklist: A checklist can make it easier for you to track the progress of your event preparation. It can inform you of what to do next to follow your timeline correctly, and you can delegate tasks to members of your planning committee.
Evaluation: After your event takes place, you may evaluate its success to identify planning strategies that worked well and methods you can improve for the future. The template can show you what indicators to look for to demonstrate how well the event transpired.
How to create a template for event planning
Follow these steps to design a template for an upcoming special event:
1. Identify the goals for the event
The goals for the event illustrate what you hope to accomplish during and after the function. It can be helpful to use your goals to strategize your event preparation. Visualize your ideal results, including the groups of people you want to impact and the messages you want to send. On your template, specify your goals to inform members of the planning committee about how to achieve them. For example, if you're preparing to host a trade show, then your goals may be to raise awareness about the upcoming release of a new product and persuade customers to purchase it.
2. Establish a budget
Review the financial resources that are available for you to use for the event. Estimate how much money you may need to afford the right vendors, promote the function on diverse channels and entertain the guests that attend. After identifying a figure that considers the total costs, consider making a list of how much of the budget you can allocate to each part of the occasion. For instance, you can indicate the amount you can pay toward securing the event and the amount for compensating entertainers. Creating a detailed budget can help you track and evaluate your spending.
3. Set a timeline
Once you've established the time for the event to occur, you can set a timeline that outlines your activities for the upcoming weeks or months. Include tasks that are essential to the event's success. For example, you might specify when to secure a space and time with the venue or place your order for the delivery of decorations. Use a timeline that's realistic with the goals you've set for the event and the resources you have at your disposal. Your checklist can appear in the order that you want to accomplish the tasks, which can help you make progress.
4. Highlight relationships with third parties
Third parties can include independent contractors and small businesses that work outside of the organization where you work. On the event planning template, compile a list of all the vendors that you're hiring to assist with the event. You can include their names and contact information, which can make it easier for your teammates to communicate with them throughout the event planning process.
The outline can also specify the services the vendors are providing and the special requests they're fulfilling. For example, if you're hiring a band to perform, then the template may discuss how many hours they plan to play and a setlist of their music.
5. Choose a marketing strategy
An effective marketing strategy can help you generate excitement about the upcoming event. Identify the demographics you want to reach, which can include people you want to attend the event or share its details with others. Select platforms that your target audiences typically use and the types of content they find interesting. For example, if you're hosting a charity run, you might target young adults between the ages of 18 and 24. Your marketing campaign can publish pictures and videos on multiple social media platforms to inform prospective attendees and encourage them to register in advance.
After creating promotional content, strategize how you plan to market the event ahead of its scheduled date to take place. For instance, if the charity run takes place in the spring, then you might begin the promotion in the winter so participants can prepare to attend. Make sure you design a campaign that sustains the interests of key audiences in the weeks leading up to the function you're hosting.
6. Make a post-event agenda
Contemplate factors that can indicate the success of your event. Make sure they're applicable to your event's goals and incorporate them into your template. For example, if you're aiming to coordinate a large event that entertains 300 guests, then you might use the final guest count as an indicator. If you're striving to secure donations during a fundraiser or auction, then you might consider the amount of money you raised as an indicator. Creating an agenda that entails all the factors can help you lead a comprehensive evaluation and make it easier for you to deliver feedback.
Example of an event planning template
Here's an example of an event planning template:
25th Annual Fundraiser
Date: November 14, 2022
Time: 4 to 10 p.m.
Location: Small Towne Arena in Covington, Louisiana
To raise $125,000 for two new playgrounds at local parks
To establish sponsorships with small and businesses
To attract volunteers for future community initiatives
Budget: $15,000 total
$3,500 for venue
$3,000 for food and drinks
$4,000 for entertainment
$1,000 for decorations
$1,000 for security
$2,000 for photography and video recording
$500 for marketing and advertisements
January: Secure the venue for six hours
February: Search for potential vendors
March: Create and distribute invitations
May: Finalize itinerary for the event
June: Start a marketing campaign
August: Debrief volunteers
October: Send press releases to local media
November: Publish pictures and photos of the event
Towne Flower Shop
Provide lilies, daisies and gardenias in big and small bouquets
Deliver bouquets to the event
John Doe Photography
Baton Rouge Louisiana
Capture still photographs and video footage for the entire event
Edit photographs and recordings into concise videos
Deliver original copies of all original work
Small Towne Security Department
Provide security inside and outside of the venue
Direct parking after the event
Real Music Group
Baton Rouge, Louisiana
Perform five songs for the duration of the event
The setlist includes a combination of slow and fast-paced songs
Spicy Cuisine and Catering
Prepare and serve appetizers, entrees and desserts to guests
Manage orders from an open bar
Stay after the event to clean
Target audience: Adults in Louisiana who are at least 21 years old
June: Post "Save the Date" graphic on multiple social media platforms
August: Air first commercial on TV and radio
September: Create and post the link to register for the event
October: Partner with tourism bureau to distribute event reminders in newsletters and marketing emails
November: Post live updates about the event
December: Publish videos and photographs commemorating the event and thanking vendors
Calculate the total amount of money the event raised
Review the number of guests who attended
Monitor conversations online and from media teams to discuss perceptions
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