Event Planning Templates
AT Smart Events we specialize in event technology/ software solutions and provide custom event planning templates for business events, conferences, meetings, corprate functions, product launches, exhibitions and tradeshows.
1. Task Management
Task management template enables you to create task, sechedule activities, asign responsibilties:
- New Task/Activity
- Task Owner
- Start Date
- Due Date
- Task Status
- Comments
2. Speakers Management Template
The following questions will help create uselful and meaningful event planning templates:
- Contact Information ; full name, company/Agency, phone, email address
- Event Details; Event name, date(s), event venue.
- Conference Session; session name, date(s), start/end time.
- Equipment Required ; Q&A/Live Polling System, Ipad/laptop etc.
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3. Venue Management - Template
Venue review/ Site inspections should part of your pre-event plannig. Venue review will be helpful to help event planners/managers to determine if the venue will be the best fit for the event.
Event venue event planning template should include, but not limited to the following.
- Venue Details : Name, location, address, GPS; coordinates etc.
- Facilities available, i.e. halls, meeting/ breakout rooms,
- Transport accessibility; public transport, e-hailing taxis, Airports,
- Service related i.e. in-house AV, sercurity, cleaning etc.
- Aminities; shopping mall, restaurants,
- Contact Person
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4. Rooming List- Template
Operational plan list all activities or tasks required, may also out the following:
- Name of Delagate
- Contact Details
- Arrival Date & Time
- Room Type
- Number of Nights
- Departure Date
- Special Needs/ Requests
- Shuttle
- Bill to
4. Master Plan- Template
Operational plan list all activities or tasks required, may also out the following
- Activity/Task
- Time
- Resources required to complete the tasks
- Deadline to complete the task
- Responsibily person(s)
4. Marketing Plan
Operational plan list all activities or tasks required, may also out the following
- Platform
- Activity
- Timeline
- Deadline
- Responsibility
| Platform | Activity | Timeline | Deadline | Assign TO | Status |
|---|---|---|---|---|---|
|
Content |
Content |
Content |
Content |
Content |
Content |
4. Operational - Day Programme
Operational plan list all activities or tasks required, may also out the following
- Time
- Resources required to complete the tasks
- Deadline to complete the task
- Responsibily person(s)
Operational Plan Template
| Time | Activity | Equipment | Instructions |
|---|---|---|---|
|
08h00 |
Event Registrations |
Regitrations desk, scanners, |
Set up must be complete before 8am |
|
09h00 |
Speakers |
Podium |
Content |
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4. Risk Management Template
Risk management plan temp
More about Fathom [here]
5. Financial
Custom event forms, the tool can be used for different purposes in event planning, ranging from data collection/ surveys, bookings forms, delegates information to vendor registrations etc.
Event Budget Template
| Fix Costs | Budget Amount | Actual Amount | Total |
|---|---|---|---|
|
Venue Hire |
Content |
Content |
Content |
|
Event Registration |
Content |
Content |
Content |
| Variable Costs | Budget Amount | Actual Amount | Total |
|---|---|---|---|
|
Accomodation |
Amount |
Amount |
Amount |
|
Food & Beverages |
Amount |
Content |
Content |
Event Income Forecast Template
| Income | Target Amount | Actual Amount | Total |
|---|---|---|---|
|
Event Sponsorship |
Amount |
Amount |
Content |
|
Event Registration |
Content |
Content |
Content |
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6. Delegates Registration
It is advisable to collect only important and necessary information that is actionable.
- Delatages Full Name
- Company
- Email Address
Information such as media (where did hear about us), age, location maybe unecessary for most of events as such information can be obtain from Google Analytics.
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6. Delegates Communication
Effective communication and collaboration is crucial to ensure event planning success.
Delegates Communication Tools:
