Event Planning Template
A helpful guide and Downloadable Template for planning an event.
Download an event planning template in an editable docx format:
Good event planning is the perfect way to ensure your event runs smoothly, and your attendees have a great time.
Whether your event is a wedding, a christmas party, a corporate function, a festival, or any other kind of event, there are a few key considerations that will apply.
What is your Event?
There are many different types of events, and it’s a good idea to be clear from the start, what exactly you are planning.
An outdoor party? A festival? A corporate Christmas party? A wedding? A theatre performance?
Defining exactly what your event is, will help guide the entire rest of your planning, so make sure you add this information early on, when filling out the event planning template.
Why are you having an event?
Think about the purpose of your event. Is it…
- To celebrate something? Such as a wedding or work party?
- To educate, discuss, or inform, such as for a corporate event or conference?
- To entertain? Such as a festival, or performance?
- A combination of purposes including sales, such as a local market or fete?
Your purpose may include raising money for profit or charity, through selling tickets to your event, or merchandise at your event. Include this information in the “Event Objective” section when filling out the event planning template.
Who is your event for?
How many attendees will be at your event? Do you know already your audience, (such as for a work function or wedding) or are you intending to attract an audience (such as for a festival or ticketed event)?
Will your audience need any special considerations? Accessibility is essential.
When is your Event?
When setting an event date, be flexible during the first stage of the planning phase. Especially if you need to hire a venue during a busy period, or apply for permits for outdoor events.
Plan an event far enough in advance, to give you plenty of time to confirm dates with Venues, Hire Companies, Performers, and other important contributers.
You will need a schedule for that allows for:
- Safety or Site Briefings
- Set-up time
- Safety Checks
- Sound Check
- Technical Checks eg for Audio Visual Equipment
- Time when audience can arrive
- Scheduled times when speakers/performers/ceremonies will begin
- Time that event will end and attendees leave
- Pack-down time
- Final venue check
Where will your event be held?
Choosing an event venue is very important, and venues should be spoken with early in the planning phase.
Choose a venue that is suitable for your event type, but don’t be afraid to think outside the box. If you want to use a public space for your event, contact your local council to enquire about a permit. Your council will likely require you to show your event planning in this case, so be thorough.
Consider how attendees will get to the event, and home again. If there is alcohol at your event, how will your attendees get home safely?
What facilities will your venue provide, and what will you need to bring in?
For example, if you have a band performing, does the venue have a stage, lighting, PA, and backline? Or will you need to arrange to hire some of these things?
Does the venue have restrictions on things like noise, or age limits for attendees?
Ensure your location has adequate toilet and rubbish facilities. For an outdoor event, you may need to arrange additional toilets and bins.
How will you create your event?
Events work well, when people plan well and work together to make it happen.
Whether you hire an event production company to handle most of the planning and tasks, or do the planning yourself, unless your event is tiny and in your own home, you will need people to make your event happen.
Start with a plan, which you can use our downloadable event planning template to help create.
Let this guide you through the planning process. Get confirmations of any bookings you make, in writing. Keep in touch with everyone leading up to the event, and on the day things should all go smoothly.
Here’s a quick checklist of things you need to consider when making your plan:
- Safety and Risk Management
- Venue and Staging
- Transport
- Speakers/Performers/Entertainment
- Technical Equipment
- Set-up
- Catering
- Decor and Signage
- Ticking
- Toilets/Rubbish
- Onsite Crew
- Emergency Plan
- Marketing and Promotion (or guestlist)
- Schedule leading up to the event
- Schedule for the event day
- Packdown
- Auckland Council Event Management
- Auckland Council Event Permit Application
- Zero Waste Events website
Download an event planning template in an editable docx format:
If you don’t want to download the file, instead you can copy the text below and paste it into a word document.
Event Planning Template:
This template is intended to be edited and updated as you plan and book. Please adjust as required, and remove sections that are not relevant to your event. If you have suggestions to improve this document for others, let us know at admin@therockfactory.net
It can be really helpful to have an event folder on your computer (or google drive or similar) containing the following:
- This Overview Document
- Schedule for the event day
- Schedule leading up to the event
- Copies of documents from venues
- Tech riders (requirements from performers)
- Invoices or hire documents from companies engaged
- Copies of permit applications
- Issued permits
- Location maps for larger events
- Copies of any other documents created or received during your event production
Contents:
- 1: Event Information
- 2. Attendees/Audience information
- 3. Event Location
- 4. Performance
- 5. Catering
- 6. Marketing
- 7. Equipment Hire
- 8. Safety
- 9. Legal
- 10. Security
- 11. Other / Notes
Event Name:
1. Event Description: A brief sentence describing your event.
1.1 Event Objective: (Here add the purpose of your event.)
1.2 Event Date:
1.3 Event set-up Start Time: (The time you will start setting up for your event)
1.4 Event opening Time: (The time that attendees can start arriving)
1.5 Risk management and safety plan can be found: (Specify where this document is located, or who is preparing it if it is not yet complete)
2. Attendees/Audience:
2.1 How many people do you expect to attend this event:
2.2 Who is your intended audience: (Write any notes about who you think will want to attend your event. Include demographics where relevant.)
2.3 Audience Requirements:
Food, water, shelter, security, accessibility, safety, toilets, rubbish disposal etc. Include details.
3. Event Location:
3.1 Venue name and contact details:
3.2 Time that the venue has agreed set-up can begin:
3.3 Time that the venue has agreed you must be out by:
3.4 Venue is providing: (List what the venue has agreed will be provided by the venue for your event):
3.5 Venue confirmed and deposit paid: (Add details of venue confirmation, ensure this is in writing, and that any required deposit has been accepted.)
3.6 Transport: (What transport is available to and from the location, for attendees?)
4. Performance:
(Use this section to plan entertainment, speakers, or anyone who will be appearing in front of the attendees.)
4.1 Number and timings of performances:
4.2 Performance type/s: (Bands, comedians, speakers, theatre, dancers, cultural groups)
4.3 Name, contact details, and call time for each confirmed performer/group:
(The ‘Call time’ is the time that the performer needs to be at the venue.)
4.4 Technical Requirements of each Performer/group:
(eg. A speaker will need a microphone, a dance group may need a reinforced stage, bands will have specific audio requirements, a projector and screen will be needed for presentations.)
4.5 Performer confirmed, and any deposit paid:
5. Catering:
5.1 Caterer Name and Contact:
5.2 What the caterer has agreed to provide:
5.3 Time the caterer will be onsite:
5.4 Caterer confirmed, and any deposit paid:
6. Marketing / Invitations:
6.1 Name and Contact of person/company in charge of marketing/invites:
6.2 How is the event being marketed? (Paid advertising in the local paper, social media channels, influencers on tik-tok, event website, other)
6.3 How can tickets be purchased? (Online through event website, at the gate)
6.4 How will tickets be checked on entry and by whom? (Ticket scanning, manual check, other)
6.5 If the event is by invitation, not ticket;
6.6 How will people be sent their invites?
6.7 How will RSVP’s be accepted?
7. Event Equipment Hire:
7.1 Name of Hire Company: (eg The Rock Factory)
7.2 Contact for Hire Company (eg Ph Michelle or Mark on 021 358 577)
7.3 Equipment being provided: (eg. Large stage and marquee, line array sound system with digital mixing desk, vocal microphones x 4, backline guitar amps x2, and bass amp x1, and drumkit + cymbals, and DJ gear. View hire schedule for full details)
7.4 Time equipment hire company will be onsite: (eg. The Rock Factory will be onsite at 7am to start load-out and set-up.)
7.5 Event Equipment Hire company confirmed, and any deposit paid: (eg. The Rock Factory have received our deposit on 10/05/2023, and emailed to confirm the booking.
8. Safety:
8.1 Name and contact of person/company creating the event safety plan:
8.2 Brief overview of risks and mitigations:
(Outline anything you need to ensure is included in the safety plan, and any important issues the safety plan addresses.)
8.3 Time of safety briefing on-site:
9. Legal:
9.1 List legal requirements, such as permits:
(Eg Event being held in park, Auckland Council permit required)
9.2 Name and contact of person/company in charge of arranging permits:
9.3 Confirmation of permit issued:
9.4 Time that permit holder is to be on-site:
10 Security:
10.1 Name and contact for security company:
10.2 Time that security is required to be on site:
10.3 Confirmation of security booking, and that any deposit has been paid.
11. Other/Notes:
11.1 List any other contractors, companies, or persons involved in the event. Include contact details, time they are required on-site, and confirmation of their booking.