# Event Plan: [Event name]

> A plan for a private or community event such as a celebration, reunion,
> workshop or fundraiser: overview and goals, date and venue, budget,
> timeline, vendors, guest management, run of show, roles, contingency and
> post-event review. Based on common event-planning practice. Replace
> every `[bracketed]` value and every row marked *Example*.

<!--
Guidance: How to use this template
- Fix the goal, date, headcount and budget first; every other choice
  depends on them.
- Book the venue before sending invitations, and key vendors before
  confirming details to guests.
- Keep one source of truth for guest numbers; vendors need a final count
  by a fixed date.
- Hold a short review within a week, while memories are fresh.
-->

| Field | Value |
|---|---|
| Event | [*Example:* 10-year team reunion dinner] |
| Type | [Celebration / Reunion / Workshop / Fundraiser / Community] |
| Date and time | YYYY-MM-DD, [HH:MM] to [HH:MM] |
| Venue | [Venue name, address] |
| Expected guests | [N] |
| Total budget | [$N] |
| Organiser | [Name] |
| Status | [Planning / Confirmed / Done] |
| Last updated | YYYY-MM-DD |

## 1. Event overview and goals

<!-- Guidance: What is the event for and how will you know it went well? Two or three goals, at least one measurable. -->

[*Example:* A relaxed dinner to reconnect the original team ten years after
launch, with a short slideshow and an informal speech.]

| Goal | Measure of success |
|---|---|
| *Example:* Bring the original team together | 35 of 50 invited attend |
| *Example:* Everyone feels included | No one sits alone; seating plan mixes groups |
| *Example:* Stay within budget | Final spend within 5% of plan |
| [Goal] | [Measure] |

## 2. Date and venue

<!-- Guidance: Record why this date and venue, capacity, access and the booking terms. Check accessibility for all guests. -->

| Item | Detail |
|---|---|
| Date options considered | [YYYY-MM-DD, YYYY-MM-DD]; chosen because [reason] |
| Venue | [Name, address, contact] |
| Capacity | [*Example:* 60 seated] |
| Booking terms | [*Example:* $500 deposit, non-refundable after YYYY-MM-DD; final numbers due 7 days before] |
| Access | [*Example:* step-free entrance, accessible toilet, parking for 20 cars, 5 min from metro] |
| Included | [*Example:* tables, chairs, linens, projector] |
| Restrictions | [*Example:* music off by 23:00; no confetti] |

## 3. Budget

<!-- Guidance: Plan every line, then track actuals. Check that rows add up to the total and include a contingency of 5 to 10%. -->

| Line | Planned | Actual | Paid to | Status |
|---|---|---|---|---|
| *Example:* Venue hire | $800 | | [Venue] | Deposit paid |
| *Example:* Catering (40 x $45) | $1,800 | | [Caterer] | Quote accepted |
| *Example:* Drinks | $600 | | [Supplier] | |
| *Example:* Decorations and flowers | $250 | | [Florist] | |
| *Example:* Photographer (3 h) | $450 | | [Name] | |
| *Example:* Printing and invitations | $100 | | [Printer] | |
| *Example:* Contingency | $200 | | | |
| **Total** | **$4,200** | | | Must equal total budget |

Funding: [*Example:* $4,200 split across 4 hosts; or ticket price $35 x 40 = $1,400 plus host contribution $2,800].

## 4. Planning timeline

<!-- Guidance: Work backwards from the event date. The chart shows the main phases; the table holds detailed deadlines. -->

The chart below shows the planning phases; replace the dates with your own.

```mermaid
gantt
    title Event planning timeline
    dateFormat YYYY-MM-DD
    section Plan
    Set goals, budget, date        :p1, 2026-09-01, 7d
    Book venue                     :p2, after p1, 7d
    section Invite
    Send save-the-date             :i1, after p2, 3d
    Invitations and RSVPs          :i2, 2026-09-22, 28d
    section Suppliers
    Book caterer and photographer  :s1, after p2, 14d
    Confirm final numbers          :s2, 2026-10-26, 2d
    section Event
    Event day                      :milestone, e1, 2026-11-02, 0d
    Review                         :r1, 2026-11-05, 3d
```

| Deadline | Task | Owner | Done |
|---|---|---|---|
| YYYY-MM-DD | Venue booked and deposit paid | [Name] | [ ] |
| YYYY-MM-DD | Save-the-date sent | [Name] | [ ] |
| YYYY-MM-DD | Invitations sent with RSVP date | [Name] | [ ] |
| YYYY-MM-DD | Final numbers and dietary needs to caterer | [Name] | [ ] |
| YYYY-MM-DD | Run of show shared with helpers | [Name] | [ ] |

## 5. Vendors

<!-- Guidance: Every supplier with contact, what they provide, cost, deposit and cancellation terms. Confirm each one the week before. -->

| Vendor | Service | Contact | Cost | Deposit / due | Cancellation terms | Confirmed |
|---|---|---|---|---|---|---|
| *Example:* [Caterer] | Buffet dinner for 40, 3 vegetarian, 1 gluten-free | [Phone, email] | $1,800 | 30% by YYYY-MM-DD | Full refund until 14 days before | [ ] |
| *Example:* [Photographer] | 3 hours, edited photos in 2 weeks | [Phone, email] | $450 | $100 on booking | Deposit non-refundable | [ ] |
| [Vendor] | [Service] | [Contact] | [$N] | [Terms] | [Terms] | [ ] |

## 6. Guest list management

<!-- Guidance: Track invitations, RSVPs and needs in one list. Respect guests' privacy: share personal details only with those who need them. -->

| Name | Invited | RSVP | Plus-one | Dietary / access needs | Table | Notes |
|---|---|---|---|---|---|---|
| *Example:* [Guest name] | YYYY-MM-DD | Yes | No | Vegetarian | 2 | Giving a short speech |
| *Example:* [Guest name] | YYYY-MM-DD | Pending | Yes | Wheelchair user | 1 | Near entrance |
| [Name] | YYYY-MM-DD | [Yes / No / Pending] | [Yes / No] | [Needs] | [N] | [Notes] |

Summary: invited [N], confirmed [N], declined [N], pending [N]. RSVP deadline: YYYY-MM-DD.

## 7. Run of show

<!-- Guidance: Minute-by-minute plan for the day, including set-up and pack-down. Share with every helper and vendor. -->

| Time | Activity | Location | Lead | Notes |
|---|---|---|---|---|
| 15:00 | Venue access; set-up of tables and decorations | Main room | [Name] | Florist arrives 15:30 |
| 17:00 | Caterer arrives; sound and projector check | Main room | [Name] | Test slideshow |
| 18:30 | Guests arrive; welcome drinks | Foyer | [Name] | Name badges at door |
| 19:15 | Dinner served | Main room | [Caterer] | |
| 20:30 | Welcome speech and slideshow (10 min) | Main room | [Name] | |
| 22:45 | Last drinks; thank-yous | Main room | [Name] | |
| 23:00 | Guests depart; pack-down | All | [Name] | Return keys by 23:30 |

## 8. Roles

<!-- Guidance: One owner per area so nothing falls between people. -->

| Role | Person | Responsibilities | Contact |
|---|---|---|---|
| Lead organiser | [Name] | Overall decisions, budget, vendor contracts | [Phone] |
| Guest coordinator | [Name] | Invitations, RSVPs, seating, welcome desk | [Phone] |
| Venue and set-up | [Name] | Layout, decorations, pack-down | [Phone] |
| Programme and AV | [Name] | Speeches, slideshow, music | [Phone] |
| First aid and safety | [Name] | First-aid kit, exits, incidents | [Phone] |

## 9. Contingency plan

<!-- Guidance: List what could go wrong and your response. Decide in advance who makes the call. -->

| Risk | Trigger | Response | Decision maker |
|---|---|---|---|
| *Example:* Bad weather (outdoor part) | Forecast rain over 50% two days before | Move drinks indoors; venue confirmed this option | [Name] |
| *Example:* Caterer cancels | Any time | Backup caterer [name, phone] or restaurant order | [Name] |
| *Example:* Low turnout | Under 25 confirmed by RSVP date | Reduce catering numbers before the final-count deadline | [Name] |
| *Example:* Medical incident | Any | Call [local emergency number]; first aider attends; nearest hospital [name] | [Name] |
| *Example:* AV failure | Projector not working | Slideshow on laptop passed around; speech goes ahead | [Name] |

## 10. Post-event review

<!-- Guidance: Short and honest. Compare results with the goals in section 1 and the budget in section 3. -->

Review date: YYYY-MM-DD. Attendees: [names].

| Area | What worked | What to change next time |
|---|---|---|
| Attendance | [*Example:* 38 of 50 came] | [*Example:* send reminders 3 days before] |
| Budget | [*Example:* $4,050 actual vs $4,200 plan] | [Change] |
| Venue and vendors | [Observation] | [Change] |
| Programme | [Observation] | [Change] |

- [ ] Final payments made and receipts filed
- [ ] Thank-you messages sent to guests, helpers and vendors
- [ ] Photos shared with guests who agreed
- [ ] Lessons added to the template for next time

## Standard and licence note

Based on common event-planning practice. Template licence: MIT.