EVENT OVERVIEW

EVENT TITLE

EVENT DATE EVENT TIME

EVENT LOCATION

EVENT DESCRIPTION

EVENT COORDINATOR INFORMATION

COORDINATOR
NAME
COORDINATOR
ORG
TELEPHONE

"DAY OF" PHONE MAILING ADDRESS

FAX

EMAIL WEBSITE
ADD'L CONTACT ADD'L CONTACT
NAME EMAIL
CONTACT PHONE 1 CONTACT PHONE 2

EVENT SCOPE

TARGET AUDIENCE

MESSAGING

OBJECTIVES

RISK MANAGEMENT

IDENTIFIED RISKS RISK MITIGATION

 MILESTONES,
BENCHMARKS,
AND MEASURES OF
SUCCESS

TASK CHECKLIST + DELEGATION

DATE COMPLETED TASK PARTY RESPONSIBLE

TEAM IDENTIFIED

FUNDING SOURCED

SPONSORSHIP OBTAINED

LOCATION SECURED

PERMISSION REQUESTED

PERMITS ISSUED / REQUESTED

PARKING / TRANSPORTATION LOGISTICS

EVENT ENTERTAINMENT / SPEAKERS CONFIRMED

TALENT REHEARSALS SCHEDULED

INVITE LIST COMPILED

RSVP PROCESS DEFINED

INVITATIONS COMPOSED / PRINTED

INVITATIONS SENT

PRINT ADVERTISING

RADIO / TELEVISION ADVERTISING

MEDIA ADVERTISING

EVENT SIGNS / SIGNAGE

PROGRAMS / CATALOGUES

PROMOTIONAL GIFTS

PRIZES / GIVEAWAYS

DECORATIONS / FLORAL

SEATING

TABLES / LINENS

GLASSES / DISHES / FLATWARE / NAPKINS

FOOD / MENU / DIETARY CONCERNS ADDRESSED

BEVERAGES

ADDITIONAL STAFF

SECURITY / FIRST AID

ADA ACCESS

HOUSEKEEPING

EVENT FLOOR PLAN / SET-UP

GUEST GREETERS / USHERS

REGISTRATION AREA AND PROCESS

 GUEST AND PARTICIPANT FEEDBACK / REVIEW SYSTEM
DEVELOPED

SPECIFICATIONS
EQUIPMENT
COMMENTS: AVAILABLE IN-HOUSE, SPEAKER WILL PROVIDE, ETC.
REQUIRED
LIGHTING

SOUND

MICROPHONES

STAGE

PODIUM

BACKGROUND MUSIC

DESCRIBE STAGING
SET-UP AND
REQUIREMENTS

A/V POINT OF
A/V PHONE
CONTACT

A/V EMAIL ADDITIONAL STAFF

DESCRIBE ANY
ADDITIONAL SET-
UP REQUIREMENTS

POST-EVENT EVALUATION

OBJECTIVES MET?

BUDGETARY
CONSTRAINTS
MET?

UNINTENDED
POSITIVE
OUTCOMES?

UNINTENDED
NEGATIVE
OUTCOMES?
 FEEDBACK
ANALYSIS

STAFF AND
VENDOR
EVALUATION

REVIEW OF
MEASUREMENTS
FOR SUCCESS

CELEBRATION &
THANK YOUS TO
TEAM , STAFF,
VENDORS,
GUESTS, ETC.

ADDITIONAL COMMENTS
EVENT MARKETING TIMELINE

CAMPAIGN TYPE ADDITIONAL INFO

National Marketing
Banner Ads

Local Marketing
Web Ads

Public Relations
Press Releases
Webinars

Content Marketing
Sponsored Content
Landing Page
White Papers / ebooks

Social Media
Twitter
Facebook
Pinterest
Instagram
Google+
LinkedIn
Snapchat
Online
Blog
Website
Mobile App
Mobile Alerts
Email Newsletter
Web
Development
Pay-Per-Click Marketing
SEO

Market Research
Surveys
Impact Studies

Sales Campaigns
Campaign A
Campaign B
Campaign C
Campaign D
Campaign E

Other
Corporate Branding
 PHASE ONE PHASE TWO

WEEK 1 WEEK 2 WEEK 3 WEEK 4 WEEK 5

CLICK HERE TO CREATE IN SMARTSHEET
E TWO PHASE THREE PHASE FOU

WEEK 6 WEEK 7 WEEK 8 WEEK 9 WEEK 10

ARTSHEET
PHASE FOUR

WEEK 11 WEEK 12
EVENT TO-DO LIST TEMPLATE
EVENT TITLE DATE(S) LOCATION

DATE
DATE PRIORITY
TASK TITLE PERSON RESPONSIBLE PRIORITY COMPLETE COMMENTS
DUE MENU
D
✘ HIGH HIGH

MEDIUM MEDIUM

LOW LOW
EVENT TITLE DATE(S)
PROJECTED # OF
LOCATION
ATTENDEES

PROJECTED ACTUAL ACTUAL LESS

SUBTOTAL SUBTOTAL PROJECTED

$0.00 $0.00 $0.00

PROJECTED ACTUAL ACTUAL LESS

CATEGORY COMMENTS
SUBTOTAL SUBTOTAL PROJECTED

Venue SUBTOTALS $0.00 $0.00 $0.00

Location Rental $0.00
Equipment Rental $0.00
Additional Tables / Chairs $0.00
AV Equipment $0.00
AV Staf $0.00
Venue-Specific Staf $0.00
Venue-Specific Catering $0.00
Wi-Fi $0.00
Venue Tech Support $0.00
Security $0.00
$0.00
$0.00
$0.00
Décor SUBTOTALS $0.00 $0.00 $0.00
Linens $0.00
Lighting $0.00
Additional Signage $0.00
Additional Furniture $0.00
Additional Decorative Items $0.00
$0.00
$0.00
$0.00
Food / Beverage SUBTOTALS $0.00 $0.00 $0.00
Food $0.00
Beverage $0.00
Catering Staf $0.00
Bar $0.00
Additional Bar Staf $0.00
Additional Cofee Cart $0.00
Takeaway Food / Beverage $0.00
$0.00
$0.00
$0.00
Event Programming SUBTOTALS $0.00 $0.00 $0.00
Speakers $0.00
Performers $0.00
Video Production $0.00
Presentation Graphics $0.00
Interpreters $0.00
$0.00
$0.00
$0.00
Additional Entertainment SUBTOTALS $0.00 $0.00 $0.00
Music / DJ $0.00
Gaming Rentals $0.00
Additional Rentals $0.00
$0.00
$0.00
 $0.00
Event Documentation SUBTOTALS $0.00 $0.00 $0.00
Photographer $0.00
Videographer $0.00
$0.00
$0.00
$0.00
Travel SUBTOTALS $0.00 $0.00 $0.00
Flight / Driving $0.00
Lodging $0.00
Per Diem $0.00
$0.00
$0.00
$0.00
Attendee / Guest
SUBTOTALS $0.00 $0.00 $0.00
Services
Transportation $0.00
Accommodation $0.00
Storage $0.00
Charging Stations $0.00
Swag $0.00
Giveaways $0.00
$0.00
$0.00
$0.00
Registration SUBTOTALS $0.00 $0.00 $0.00
Software $0.00
ID Production $0.00
Signage $0.00
$0.00
$0.00
$0.00
Communications SUBTOTALS $0.00 $0.00 $0.00
Mobile App $0.00
Printing / Fabrication $0.00
Additional Signage $0.00
Packets $0.00
Flyers $0.00
Maps $0.00
Schedules $0.00
Event Materials $0.00
$0.00
$0.00
$0.00
Public Relations SUBTOTALS $0.00 $0.00 $0.00
Announcements $0.00
Graphics $0.00
Press Releases $0.00
$0.00
$0.00
$0.00
Marketing SUBTOTALS $0.00 $0.00 $0.00
Email Marketing $0.00
Surveys $0.00
Video Production $0.00
Photography $0.00
Design $0.00
Printing $0.00
Postage / Shipping $0.00
 $0.00
$0.00
$0.00
Social Media SUBTOTALS $0.00 $0.00 $0.00
Twitter $0.00
Facebook $0.00
Pinterest $0.00
Instagram $0.00
Google+ $0.00
LinkedIn $0.00
Snapchat $0.00
$0.00
$0.00
$0.00
Advertising SUBTOTALS $0.00 $0.00 $0.00
Online $0.00
Print $0.00
Outdoor $0.00
Radio $0.00
Television $0.00
Postage / Shipping $0.00
$0.00
$0.00
$0.00
Sponsors SUBTOTALS $0.00 $0.00 $0.00
Acquisition $0.00
Communication $0.00
Complimentary Passes / Tickets $0.00
Thank You Gifts $0.00
$0.00
$0.00
Logistics SUBTOTALS $0.00 $0.00 $0.00
Insurance $0.00
Contracts $0.00
Permits $0.00
$0.00
$0.00
$0.00
Other SUBTOTALS $0.00 $0.00 $0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
EVENT VENUE CHECKLIST
EVENT
DATE(S)
TITLE
VENUE NAME CONTACT

PHONE
VENUE
ADDRESS
EMAIL

ITEM TO REVIEW / CONFIRM COMMENTS

VENUE AVAILABILITY

VENUE RENTAL FEE

VENUE FEE DEPOSIT POLICY

ADDITIONAL FEES

EARLY ACCESS POLICY

ACCESS DATES AND TIMES

CAPACITY - AREA 1

CAPACITY - AREA 2

CAPACITY - AREA 3

ENTRANCE AREA

RECEPTION AREA

ADDITIONAL CONCURRENT EVENTS AT VENUE

SIGNAGE PROVIDED

SIGNAGE OPPORTUNITIES

CURB APPEAL

DIRECTIONS FOR GUESTS

PARKING FEES

PARKING CAPACITY / ACCOMMODATIONS

PARKING LOCATION

VALET PARKING

BUS RENTAL

BUS PICK-UP

BUS DROP-OFF

ADA ACCESS

SHIPMENTS - DAY OF

DELIVERIES - DAY OF

EARLY SHIPMENTS AND DELIVERIES VENUE POLICY

AUDIO / VISUAL STAFF

LIGHTING SET-UP AND EQUIPMENT

SOUND SET-UP AND EQUIPMENT

 EVENT
0 DATE(S) 0
TITLE
VENUE CONTAC
0 0
NAME T
PHONE 0
VENUE
0
ADDRESS
EMAIL 0

✘ ITEM TO REVIEW / CONFIRM COMMENTS

WIFI ACCESS

STAGE AREA LOGISTICS

DECORATIONS - VENUE PROVIDED

DECORATIONS - COORDINATOR TO PROVIDE

DECORATIONS - VENUE POLICY (Hanging, tape, nails, hooks, etc.)

DESCRIPTION OF EXISTING DÉCOR

CATERING POLICY / EXCLUSIVE CATERING

CATERING - APPETIZERS MENU

CATERING - APPETIZERS COST PER PERSON

CATERING - MEAL MENU

CATERING - MEAL COST PER PERSON

CATERING - DESSERT MENU

CATERING - DESSERT COST PER PERSON

CAKE-CUTTING FEE

BEVERAGES - SOFT DRINKS AND WATER COST PER PERSON

BEVERAGES - COFFEE AND TEA COST PER PERSON

BEVERAGES - BAR FEES

BARTENDING FEES

SET-UP FEES

TEAR-DOWN FEES

ADDITIONAL STAFF PROVIDED

ADDITIONAL STAFF FEES

CLEANING FEES

PET POLICY

PYROTECHNICS POLICY

NOISE / VOLUME POLICY

PROXIMITY TO GUEST ACCOMMODATIONS

DISCOUNTED / PARTNER ACCOMMODATIONS

GREEN ROOM / PREP AREAS

KITCHEN FACILITIES

EVENT
0 DATE(S) 0
TITLE
VENUE CONTAC
0 0
NAME T
 PHONE 0
VENUE
0
ADDRESS
EMAIL 0

✘ ITEM TO REVIEW / CONFIRM COMMENTS