5 Templates for Event Planning and How You Can Use Them

By Indeed Editorial Team

Published June 2, 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Event planners utilize and file a variety of documents and contracts to ensure proper handling, regulations, and communication of the event planning process. These documents each follow a different format and establish specific terms and methods for the event planner and clients. Learning how to create organizational documents based on these templates can improve your ability to manage each aspect of an event and help you excel as an event planner. In this article, we explore five different types of event planning forms and provide a template you can follow for creating and modifying each type of document.

Related: How to Get Into Event Planning (With Skills and Tips)

What are templates for event planning?

Templates for event planning refer to the basic structures and outlines that apply to event planning documents, contracts, and reports. Using a template allows the event planner to add and modify the elements of the documents according to their policies, requirements, and services. Event planning requires a large amount of negotiating, writing, reporting, and contracting. Templates can simplify the creation of these documents while allowing for the modification and personalization of information and policies. The exact structure and content of the documents may vary for each event, but a template provides the core structure and elements.

Related: Roles of an Event Organizer (With Tips and Responsibilities)

Event planning templates

The event planning process occurs in many stages and requires a wide variety of planning methods and documents. Preparing a thorough, informative plan gives event planners a helpful guideline to follow, making it easier to adapt to changing conditions during an event. Reviewing these five templates for event planning can help you create and structure your own event organization documents for each stage of the process:

Run of show

A run of show sheet provides detailed information about the schedule, tasks, and personnel necessary to ensure the event can occur without issues. This document separates and details each portion or program of the event and the tasks, location, and elements of each section. The run of show document helps track and organize the real-time structure and timing on the day of the event. Many event planners use a spreadsheet with various sections to organize the information. Here's a run of show template you can use to create your own documents for events:

Run of show

[Event title]
[Event date]
[Overall time of event]

  • [Program name] [Time] [Program length] [Cues] [Location] [Coordinator name] [Additional notes]

  • [Program name] [Time] [Program length] [Cues] [Location] [Coordinator name] [Additional notes]

  • [Program name] [Time] [Program length] [Cues] [Location] [Coordinator name] [Additional notes]

Related: How to Become an Event Planner in 5 Steps (With FAQs)

Event timeline

An event timeline document creates a timeline and checklist of tasks and actions for the event planner and client during the period leading up to the event date. Common timeframes for an event timeline include 14 days, 90 days, or six months. The timeline can also help identify the distribution and progress of tasks for the event planning team. Here's a basic template you can follow to help you create an event timeline for yourself and your clients:

Event Timeline

[Event title]
[Date of event]
[Time of event]
[Event location]
[Planner contact information]

[Time frame of tasks]

  • [Task description] [Person responsible] [Due date] [Completion status]

  • [Task description] [Person responsible] [Due date] [Completion status]

Event budget

This document details the costs, options, and expenses of each component of the event. The planner and client may work together to establish and adjust the budget prior to the event and use the budget document to track spending. The final document provides a detailed analysis of the projected and actual costs of each event category. Here's an event budget template you can use when writing an event budget for a client:

Event name
Event date
Client name
Total expenses: [Total estimated] [Total actual spent]

Venue

  • [Expense] [Estimated cost] [Actual cost]

  • [Expense] [Estimated cost] [Actual cost]

  • [Expense] [Estimated cost] [Actual cost]

[Category total] [Estimated total] [Actual total]

Catering

  • [Expense] [Estimated cost] [Actual cost]

  • [Expense] [Estimated cost] [Actual cost]

  • [Expense] [Estimated cost] [Actual cost]

[Category total] [Estimated total] [Actual total]

Decorations

  • [Expense] [Estimated cost] [Actual cost]

  • [Expense] [Estimated cost] [Actual cost]

  • [Expense] [Estimated cost] [Actual cost]

[Category total] [Estimated total] [Actual total]

Request for proposal (RFP) template

Event planners use a request for proposal (RFP) form to solicit suppliers, vendors, and venues for an event. The RFP document provides bidders with information about how to create and submit their proposals for an event. You can follow this basic RFP template to ensure that your document includes the proper structure and information for bidders:

[Event name]
[Event planner's name]
[Event planner's phone number]
[Event planner's e-mail address]

Summary and background

[This section summarizes the purpose of the RFP. Include an overview of the event, needs, and requirements being requested. You can also offer background and information about the size, reputation, and structure of the event client to help potential bidders evaluate their level of interest and ability to meet the requirements.]

Proposal guidelines

[This section details the requirements for the contents of a responding organization's proposal. Include information about the submission timeline, necessary service details, and expected framework. Providing this information early allows potential bidders to plan their proposals accordingly and check that they provide all relevant information.]

Event purpose and description

[This section provides a more in-depth description of the requirements and responsibilities for the event. Offer as much detail as possible to ensure that bidders understand their assignments and expectations. Some planners may also offer an option for the bidder to suggest alternatives in the proposal.]

Project scope

[This section can further explain the parameters of the tasks and events. It details what exactly is required as well as what you may not include as part of the event. It often includes an overview of external responsibilities that aren't directly related to the bidders, but may involve internal employees or other contractors.]

Project timeline

[Include information about the date, timeline, and submission deadlines for potential bidders. Include the overall duration of the event planning process. This section also places greater emphasis on specific timing and allocated periods for the materials or work being acquired. Include all known or projected event deadlines to allow bidders to assess their ability to meet the required timeline.]

Budget

[The budget section of an RFP explains the required format for a potential bidder's financial information. Common requirements include asking bidders to list pricing and explain their cost calculations. You can organize this section by categorizing it according to the variability of costs and frequently features a list or table of requirements, prices, and expenses.]

Requirements

[The requirements section offers a list and description of the format and information that the bidder may include in their proposal. This section typically contains the requirements such as the business's size, type, personnel, and references or recommendations. Adding detailed requirements can help bidders create clear and complete information.]

Bidder qualifications

[This section provides insight into the hiring and negotiation process of the event planner. The purpose is to help potential bidders understand the expectations of the planner. Qualification guidelines may include information about past work, contact information, company history, and executive structure. These qualification requirements allow the event planner to evaluate whether the bidder is a good fit for the event.]

Evaluation criteria

[The evaluation criteria on an RFP describe the process the event planner uses to evaluate all proposals. This section includes a list of criteria and effective elements that the bidder can include. Adding extra detail to the criteria can improve the quality and detail of proposals.]

Related: What Is the RFP Process? (With RFP Template and Example)

Post-event feedback template

Using a post-event feedback form allows you to gauge the satisfaction level of customers and offers the client the ability to provide criticism and suggestions for your services. Providing clients with a post-event survey form also shows the client that you value their opinion and have a high level of dedication to providing the best service possible. You can use the following template to create your own post-event survey form for clients:

Post-event feedback
Event name:
Event date:
Event planner's name:
Client name:
Client contact information:

Questions
Rate the overall event planning experience 1-5:
Comments:
Rate the venue 1-5:
Comments:
Rate the speakers 1-5:
Comments:
Rate the event staff 1-5:
Comments:
Rate the overall flow of the event 1-5:
Comments:
Rate how likely you are to recommend [event planner name] to a friend 1-5:

Additional feedback:
Please provide any additional feedback or comments:
Provide any issues or suggestions for the event planner:

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