Event Planning Template 1

EVENT PLANNING TEMPLATE
Name of event – what

Eight2Five official opening
(building opening, sports day, art show, launch of new
program)
Date of event
12th of June 2020
Time of event
1800hrs – 2000hrs
Location of event
Three Anchor house
Event coordinator/contact person

Pedzisai Chimbwanda
Target audience – who

Old Mutual x 10
Who is this promotion targeted at? Udugu x 6
What does the audience need to know? Ministry x 10
What will hold their interest? Pvt sector x 8
Partners/key stakeholder x 8
Message – what
What do you want to say to the target audience?
What do you want them to know/do?
Objectives – why
Be clear about what you hope to achieve with this event.
Description of event – what The official launch of Eight2Five innovation hub
Risk assessment – what

Identify possible risks and develop strategies to minimise
risks.
Evaluation criteria established

What were our aims/objectives?
Did we achieve what we set out to do?
Did it come in on budget?
What were the intended/unintended outcomes?
How do we measure effectiveness?
What tools do we use to measure our success?
Checklist
 Who will be involved in the event
 Date/s of event determined
 Location/venue for event booked
 Target audience determined
 Message determined
 Objectives set
 Risk assessment completed
 Evaluation criteria established
 DECS Strategic Communications informed/involved
Early event planning template
Person Date to be
Early event planning responsible Action completed
Budget
 Source identified
 Sponsorship
 Break even point established
 Have you accounted for the GST?
Protocol
 Request to invite Minister or CE in writing and timely (six to
eight weeks prior to event)
 Protocol issues (relating to Commonwealth/State funding)
 Anything that needs to be approved by DECS Strategic
Communications
 Anything that needs to be approved by the Manager
 Minister’s office notified
 DECS Strategic Communications notified
 Education News notified
Invitations
 Mailing list generated/updated
 Invitation composed
 Invitation checked
 Printer
 Calligrapher
 RSVPs (responsible person briefed)
 Invitation list compiled
 Names on list and titles/addresses checked for accuracy
 Special guests/speakers alerted to make time in diaries
 Invitations sent
Catering
 Cost per head or upfront
 Upmarket or casual
 Beverages – orange juice, mineral water, tea and coffee
(instant or percolated)
 Food – fruit platters, bagels, danish, bagettes, sandwiches,
biscuits and cakes
 Hot or cold
 Self service or waiting staff
 Internal or external catering
 Power required
 Equipment required
 Tables, tablecloths, cups and saucers
 Plates, napkins, knives and forks (disposable/non-disposable)
 Can the theme of the event be followed through in catering?
 Special dietary requirements of guests
 Menu
Early event planning Person Action Date to be

responsible completed
Advertising
 Press, radio TV, school newsletter
 Education News
 Media release – DECS Strategic Communications
Talent
 Book and brief
 Rehearsals
Signage
 Organise plaque if necessary
 Check plaque wording with DECS Strategic Communications
 Departmental signage booked with DECS Strategic
Communications
 Other signage produced
Program/running sheet/speeches
 Program finalised
 Running sheet written
 Program/running sheet sent to speakers
 Speakers fully briefed
 Speeches written
 Let caterers know program - when to serve drinks/food
Value added for guests
 Copy of publication, CD-ROM
 Gifts
 Programs
 Catalogues
 Special offers/discounts
 Competitions
 Prizes
Security
 Security alerted
 Occupational health, welfare and safety concerns addressed
 Provision of first aid
Audio/visual requirements
 PA system
 CD or tape player
 Lapel or handheld microphone
 Lighting
 Extra electrical requirements
 Lectern
Staffing
 Extra required
 Staff to meet and greet guests
Ambience
 Floral arrangements, pedestal – can the theme of the event be
followed in flowers?
 Background music
Early event planning Person Action Date to be

responsible completed
Guest comfort
 Wheelchair access
 Toilet facilities
Hospitality
 Welcome signage at entrance
 Ushers briefed
 Cloak room
 Red carpet
Housekeeping
 Cleaning before and after
 On standby during the event
On the day
 Time for set up by whom
 Time for dismantle by whom
 Dais, stage
 Tables, chairs layout
 Chair covers
 Floor plan
 VIP seating
 Book courier/transport
 Name tags
 Clear location directions
 Registration desk
After the event
 Person responsible
 Debrief
 Comments on all aspects (negative and positive)
 Guest feedback
 Guidelines for improvement next time
 Evaluation against criteria
 Celebration
 Thankyou’s

Event Planning Template 1

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EVENT PLANNING TEMPLATE

Name of event – what

Event coordinator/contact person

Target audience – who

Description of event – what The official launch of Eight2Five innovation hub

Risk assessment – what

Evaluation criteria established

Early event planning Person Action Date to be

Early event planning Person Action Date to be

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