event-planner · git:20260210.2fb1fb8 · 2026-02-10 · sha256 be87e160a16e49ad
event-planner git:20260210.2fb1fb8A
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--- name: event-planner description: Event planning with timelines, budgets, vendor coordination, logistics checklists, and post-event evaluation. Use when organizing conferences, workshops, galas, or corporate events. --- # 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 Fields ``` REQUIRED: - Full Name - Email Address - Organization / Company - Ticket Type / Level - Dietary Restrictions OPTIONAL: - Phone Number - Job Title - Session Preferences - How did you hear about us? - Accessibility needs - Emergency contact ``` ### Attendee Communication Timeline | Timing | Communication | Channel | | --------------- | ---------------------------------- | ---------------- | | Registration | Confirmation + receipt | Email (auto) | | 4 weeks before | Event details + logistics | Email | | 2 weeks before | Agenda + speaker previews | Email + Social | | 1 week before | Final reminder + logistics | Email + SMS | | Day before | Last-minute details + directions | Email + SMS | | During event | Real-time updates | App / SMS | | 1 day after | Thank you + survey link | Email | | 1 week after | Resources + recordings + photos | Email | | 1 month after | Save-the-date for next event | Email | ## Promotion & Marketing Timeline | Phase | Timing | Channels | Content | | --------------- | -------------- | --------------------------------- | ------------------------------ | | Announcement | 6-9 months out | Website, email, social | Save the date, early bird | | Early Bird | 4-6 months out | Email, ads, partnerships | Pricing incentive, speakers | | Main Campaign | 2-4 months out | All channels, PR | Full agenda, testimonials | | Urgency Push | 2-4 weeks out | Email, retargeting, social | Limited spots, final speakers | | Last Call | 1 week out | Email, SMS | Final countdown, FOMO | | Live Coverage | Day of | Social media, live stream | Real-time highlights | | Post-Event | 1-2 weeks | Email, social, blog | Recap, photos, next event | ## AV & Technology Checklist ### Equipment Checklist - [ ] Projector(s) and screen(s) — test resolution and brightness - [ ] Laptop(s) for presentations with adapters (HDMI, USB-C) - [ ] Wireless microphones (lavalier for speakers, handheld for Q&A) - [ ] Sound system appropriate for room size - [ ] Confidence monitor for speakers - [ ] Timer/countdown display visible from stage - [ ] Video recording setup (if recording sessions) - [ ] Live streaming equipment (if hybrid event) - [ ] Wi-Fi bandwidth tested under load - [ ] Power strips and cable management - [ ] Backup laptop and cables - [ ] Presentation clicker/remote ### Hybrid / Virtual Event Additions - [ ] Streaming platform selected and tested - [ ] Camera(s) positioned for speaker and audience - [ ] Virtual attendee engagement tools (chat, polls, Q&A) - [ ] Dedicated tech support person for virtual feed - [ ] Breakout room capability for virtual attendees - [ ] Recording and post-event access plan ## Catering Planning Guide ### Per-Person Estimations | Item | Cocktail Reception | Buffet Lunch | Plated Dinner | | ---------------- | ------------------ | ------------ | ------------- | | Appetizers | 6-8 pieces/person | 2-3 options | 1-2 courses | | Entree | N/A | 2-3 options | 1 choice | | Sides | N/A | 2-3 | 2 | | Dessert | 2-3 pieces | 1-2 options | 1 | | Non-Alcoholic | 2-3 drinks | Unlimited | Unlimited | | Alcoholic | 2-3 drinks/hr | 1-2 drinks | 2-3 drinks | ### Dietary Accommodation Planning ``` TYPICAL DISTRIBUTION (plan for): Standard: 70-75% Vegetarian: 10-15% Vegan: 5-8% Gluten-Free: 5-8% Dairy-Free: 3-5% Kosher/Halal: 2-5% Nut Allergy: 2-3% Other restrictions: Ask on registration form RULE OF THUMB: Order 5-10% more than confirmed headcount All buffet items should be clearly labeled with allergens Have a contact for custom dietary needs ``` ## Post-Event Evaluation ### Attendee Survey Template ``` SURVEY SECTIONS: 1. OVERALL SATISFACTION (1-5 scale): - Overall event experience - Value for money / time invested - Likelihood to attend again - Likelihood to recommend (NPS) 2. CONTENT & SPEAKERS (1-5 scale per session): - Relevance to your role - Quality of presentation - Actionable takeaways 3. LOGISTICS (1-5 scale): - Venue quality and comfort - Food and beverage - Registration process - Signage and wayfinding - Technology / AV quality 4. OPEN-ENDED: - What was the most valuable part? - What should we improve? - What topics would you like to see next time? - Any other feedback? ``` ### Event Success Metrics | Metric | Formula / Source | Target | | ----------------------- | ------------------------------------ | ---------- | | Attendance Rate | Attended / Registered | 80%+ | | Net Promoter Score | % Promoters - % Detractors | 50+ | | Overall Satisfaction | Avg rating (1-5) | 4.2+ | | Revenue vs. Budget | Actual Revenue / Budgeted Revenue | 100%+ | | Cost per Attendee | Total Cost / Attendees | Track YoY | | Social Media Reach | Impressions + mentions | Benchmark | | Leads Generated | Qualified leads from event | Goal-based | | Sponsor Satisfaction | Avg sponsor rating (1-5) | 4.0+ | | Session Fill Rate | Avg session attendance / capacity | 70%+ | ### Post-Event Debrief Template ``` POST-EVENT DEBRIEF AGENDA: 1. Metrics Review (15 min) - Attendance, revenue, NPS, survey highlights 2. What Went Well (15 min) - Top 3 successes and why 3. What Needs Improvement (15 min) - Top 3 issues and root causes 4. Vendor Performance (10 min) - Rate each vendor, note for future reference 5. Budget Reconciliation (10 min) - Final actuals vs. budget, variances explained 6. Key Decisions for Next Event (10 min) - Changes to implement, commitments, early bookings 7. Action Items and Owners (5 min) - Document every follow-up with deadline and owner ``` ## See Also - [Operations](../operations/SKILL.md) - [Marketing](../marketing/SKILL.md) - [Product Management](../product-management/SKILL.md)