EVENT PLAN

OVERVIEW
OBJECTIVE, TARGET AUDIENCE, AND EVENT THEME
• IDENTIFY THE KEY PURPOSE AND OUTCOME GOALS\N• DEFINE THE TARGET AUDIENCE
CHARACTERISTICS\N• CHOOSE A THEME TO RESONATE WITH AUDIENCE INTERESTS
EVENT DATE & TIME
SELECT DATE AND TIME, CONSIDERING CONFLICTS AND CONVENIENCE FOR ATTENDEES
• CONSIDER PEAK AND OFF-PEAK SEASONS\N• CHECK FOR ANY HOLIDAYS OR MAJOR EVENTS ON THE
CHOSEN DATE\N• PLAN FOR ADEQUATE EVENT DURATION WITH TIME FOR BREAKS
LOCATION & VENUE
DETAILS
VENUE ADDRESS, ACCESSIBILITY, AND LAYOUT OVERVIEW
• INCLUDE MAP OF THE VENUE AND NEARBY FACILITIES\N• EVALUATE SEATING ARRANGEMENTS
AND CAPACITY\N• VERIFY PARKING AVAILABILITY AND TRANSPORTATION OPTIONS
AGENDA &
SCHEDULE
OUTLINE EVENT FLOW WITH TIMINGS FOR EACH ACTIVITY
• DIVIDE SCHEDULE INTO OPENING, MAIN SESSIONS, AND CLOSING REMARKS\N• INCLUDE SPEAKER/SESSION
NAMES AND EXPECTED DURATION\N• SCHEDULE TIME FOR NETWORKING AND Q&A SESSIONS
GUEST LIST &
INVITATIONS
LIST OF INVITEES, RSVP PROCESS, AND FOLLOW-UPS
• OUTLINE CRITERIA FOR GUEST SELECTION\N• PLAN INVITATION METHODS: EMAIL, SOCIAL MEDIA,
PHYSICAL INVITES\N• TRACK RSVP STATUS AND FOLLOW UP WITH GUESTS
EVENT LOGISTICS
DETAILS OF SEATING, CATERING, AV SETUP, AND OTHER LOGISTICS
• FINALIZE VENDORS AND SERVICE PROVIDERS\N• CHECK AV AND SOUND SYSTEMS, STAGE SETUP\
N• CONFIRM ACCESSIBILITY ACCOMMODATIONS
MARKETING &
PROMOTION
STRATEGIES FOR PROMOTING THE EVENT AND INCREASING ATTENDANCE
• IDENTIFY TARGET PLATFORMS FOR PROMOTION: EMAIL, SOCIAL MEDIA, ETC.\N• SET A TIMELINE FOR
PRE-EVENT MARKETING ACTIVITIES\N• TRACK REGISTRATION RATES AND ADJUST STRATEGIES AS NEEDED
BUDGET OVERVIEW
ESTIMATED COSTS FOR ALL ASPECTS (VENUE, CATERING, MARKETING, ETC.)
• ALLOCATE BUDGET BY CATEGORIES: VENUE, CATERING, AV, ETC.\N• MONITOR SPENDING AND
COMPARE WITH ESTIMATED BUDGET\N• IDENTIFY POTENTIAL AREAS FOR COST SAVINGS
ROLES &
RESPONSIBILITIES
ASSIGN TASKS TO TEAM MEMBERS AND OUTLINE RESPONSIBILITIES
• CLARIFY ROLES FOR EACH TEAM MEMBER\N• INCLUDE SETUP, ON-SITE MANAGEMENT, AND
POST-EVENT TASKS\N• CREATE A CHECKLIST TO ENSURE ACCOUNTABILITY
WRAP-UP & NEXT
STEPS
POST-EVENT ACTIVITIES, EVALUATION, AND FEEDBACK COLLECTION
• SET CRITERIA FOR EVALUATING EVENT SUCCESS\N• COLLECT ATTENDEE FEEDBACK THROUGH
SURVEYS\N• HOLD DEBRIEF SESSIONS TO IDENTIFY LESSONS LEARNED