Larger events may require four to six months, perhaps even longer, to execute an event plan. If this is a new event, there are a few things to consider before finalizing the date:

If it's a reoccurring event, the date may already be established. Subcommittees may include venue selection, speakers, entertainment, sponsors, volunteer management, and marketing.

Among your event project team you may choose to identify an event manager or event chair as well as chairpersons for subcommittees. A successful event plan requires a concerted team effort.

Include travel and accommodation costs for the site scouting team, speakers, presenters, and special guests from out of town. Provide an outline of the budget in the event plan. A budget should include true estimates of key elements of the event. Determine what the client or sponsoring organization hopes to achieve with the event. Start Now Best Practices When Creating an Event Plan SmartDraw has symbols for lots of common elements that you can drag and drop to your drawing. Don't forget to note any special additions like a photo booth, serving tables, DJ table, and more. Next, customize your plan with chairs and tables. The venue may provide a floor plan that you can import into SmartDraw. SmartDraw conveniently has templates for conference rooms, restaurants, schools and other common event spaces. Start your event plan with a floor plan of the venue. In some cases, it may prove beneficial to share portions of the event plan with certain vendors in order to ensure goals and expectations are in alignment. The event plan is essentially the one-stop shop to manage all of the moving parts involved in the event. What Goes Into Event Planning?Įvent planning includes but it not limited to budgeting, establishing timelines, selecting event location, arranging for equipment, acquiring the appropriate permits, planning menus, transportation, developing a theme, hiring entertainment, selecting speakers, managing risks, and developing contingency plans. An event plan is a key document that outlines all of the elements of an event. Event planning involves the coordination of every detail of events such as meetings, conventions, trade shows, ceremony, retreats, or parties.

Event management project plan template