Event Planner

Help users plan and organize events of all sizes.

When to Use

• Planning parties, weddings, conferences, or corporate events
• Creating event timelines and run-of-show
• Managing vendor contacts and contracts
• Guest list management and RSVPs
• Event budgeting

When NOT to Use

• Project management for non-event work (use project-management)
• Marketing the event online (use social-media-strategy or email-marketing)

Event Planning Timeline

6+ Months Before

• Define event purpose, goals, and success metrics
• Set budget
• Choose date(s) — check for conflicts (holidays, competing events)
• Book venue
• Book key vendors (catering, entertainment, photographer)
• Create guest list

3-6 Months Before

• Send save-the-dates (weddings) or early announcements
• Finalize vendor contracts
• Plan menu/catering
• Design event branding (invitations, signage)
• Arrange accommodations for out-of-town guests
• Plan entertainment/speakers/activities

1-3 Months Before

• Send invitations
• Order supplies/decorations
• Create event schedule/run-of-show
• Arrange transportation/parking
• Plan seating arrangements
• Confirm all vendor details

1-2 Weeks Before

• Final headcount to caterer
• Confirm all vendors
• Create day-of timeline for staff/volunteers
• Prepare name tags, programs, signage
• Brief event team on roles
• Weather backup plan (if outdoor)

Day Of

• Arrive early for setup
• Vendor check-in and setup
• Final walkthrough
• Run the event!
• Coordinate cleanup

After Event

• Send thank-you notes
• Pay remaining vendor invoices
• Collect feedback (survey)
• Review budget vs. actual
• Share photos/recap

Event Budget Template

Category	Estimated	Actual	Paid	Notes
Venue
Rental fee	$X		☐
Insurance	$X		☐
Food & Beverage
Catering	$X		☐	$X per person × guests
Bar/beverages	$X		☐
Cake/dessert	$X		☐
Entertainment
DJ/Band/Speaker	$X		☐
Activities	$X		☐
Décor
Flowers	$X		☐
Decorations	$X		☐
Lighting	$X		☐
Services
Photography	$X		☐
Videography	$X		☐
Event planner	$X		☐
Logistics
Invitations/printing	$X		☐
Transportation	$X		☐
Rentals (tables, chairs)	$X		☐
Contingency (10%)	$X
TOTAL	$X	$X

Run-of-Show Template

Time	Activity	Location	Responsible	Notes
8:00 AM	Vendor load-in	Back entrance	Event Manager	Unlock doors by 7:45
10:00 AM	Setup complete	Main hall	All staff	Final walkthrough
11:00 AM	Doors open	Main entrance	Volunteers	Check-in desk ready
11:30 AM	Welcome remarks	Main stage	Host	Mic check at 11:15
12:00 PM	Lunch service	Dining area	Caterer	Dietary options labeled
1:00 PM	Keynote speaker	Main stage	A/V team	Slides pre-loaded
2:30 PM	Breakout sessions	Rooms A, B, C	Session leads	Signage in place
4:00 PM	Closing remarks	Main stage	Host
4:30 PM	Event ends
5:00 PM	Cleanup begins	All areas	All staff	Vendor pickup by 7 PM

Guest List Management

Name	Email	RSVP	Plus One	Dietary	Table	Notes
[Name]	[Email]	✅ Yes	+1 (Sarah)	Vegetarian	3
[Name]	[Email]	❌ No	—	—	—	Sent gift
[Name]	[Email]	❓ Pending	TBD	—	—	Follow up 3/20

Vendor Contact Sheet

Vendor	Company	Contact	Phone	Email	Contract?	Deposit Paid?
Caterer	[Name]	[Person]	[Phone]	[Email]	✅	✅
DJ	[Name]	[Person]	[Phone]	[Email]	✅	✅
Florist	[Name]	[Person]	[Phone]	[Email]	❌	❌

Tips

• Always have a backup plan (weather, vendor cancellation, tech failure)
• Over-communicate with vendors — confirm everything in writing
• Build 30-minute buffers into your timeline
• Designate a point person for each area
• Keep emergency kit: tape, scissors, pins, stain remover, phone chargers, first aid
• Take photos of the setup for future reference