Templates For teams and agencies
Event plan template.
An event is mostly bookings: a venue, speakers, catering, sound and screens, each with its own deadline and deposit. This board starts you with the to-dos most events need, in the order they come up and dated to count down to an event about seven weeks away, so move the dates to match yours. Move a booking to Confirmed once it's in writing. The run of show, the budget and the speaker brief are ready to fill in, and the chat keeps supplier questions out of email.
Free on Workel's free plan. For teams and agencies running a meetup, a conference day or a launch party.
The board. 4 columns, 20 tasks to start with.
Due dates count from the day you add the template, so the first week's work is already on your calendar.
Shortlist venues and book one
In 7 daysHigh priority
Invite the speakers
In 10 daysHigh priority
Get catering quotes
In 2 weeksMedium priority
Send each speaker the brief
In 2 weeksMedium priority
Open the registration page
In 2 weeksHigh priority
Book sound, screens and a photographer
In 3 weeksMedium priority
Announce the event and the first speakers
In 3 weeksMedium priority
Book the catering and pay the deposit
In 3 weeksHigh priority
Post it in community calendars and newsletters
In 4 weeksLow priority
Lock the speaker line-up and running order
In 4 weeksHigh priority
Order badges, signs and printed schedules
In 5 weeksLow priority
Send a reminder to everyone registered
In 6 weeksMedium priority
Collect every speaker's slides
In 6 weeksMedium priority
Send final numbers to the venue and caterer
In 6 weeksHigh priority
Run-through at the venue
In 7 weeksHigh priority
Event day
In 7 weeksHigh priority
Send thank-yous to speakers, suppliers and guests
In 7 weeksMedium priority
Share the photos, slides and recordings
In 8 weeksLow priority
Pay the last invoices and close the budget
In 8 weeksMedium priority
Set the date, the goal and the budget
In 3 daysHigh priority
- Nothing here yet
- Nothing here yet
What else is inside. Docs and a chat, next to the board.
Doc
Run of show
Times for an evening event from 6 to 9. Change them to yours, put a name next to every line, and share this doc with the team, the speakers and the venue the day before.
| Time | What | Who |
|---|---|---|
| 4:00 | Team arrives, set up the room and the signs | |
| 4:30 | Sound and screen check with each speaker | |
| 5:30 | Registration desk opens, badges out | |
| 6:00 | Doors open, food and drinks | |
| 6:30 | Welcome and the plan for the evening | |
| 6:40 | First talk | |
| 7:10 | Second talk | |
| 7:40 | Questions from the room | |
| 8:00 | Thanks, then time to mingle | |
| 9:00 | Doors close, pack down |
If something goes wrong
- A speaker is running late: swap the order
- The screen fails: talk without slides and share them afterwards
- More people than seats: open standing room at the back
After the event
- Leave the venue as you found it
- Send the thank-yous the next day
- Write down what to change next time
Doc
Budget
What each part of the event should cost and what it did. Keep it current as the quotes and invoices come in.
| Item | Estimate | Actual |
|---|---|---|
| Venue hire | ||
| Catering and drinks | ||
| Sound, screens and microphones | ||
| Photographer or video | ||
| Speaker travel and thank-you gifts | ||
| Badges, signs and printing | ||
| Promotion | ||
| Contingency |
Money in
| Source | Estimate | Actual |
|---|---|---|
| Tickets | ||
| Sponsors |
Keep about a tenth of the budget for contingency, so one late quote doesn't sink the plan.
Doc
Speaker brief
Send this to every speaker when they say yes. Fill in the gaps first.
Who's in the room
Who's coming, about how many, and what they already know. Pitch the talk for them, not for the other speakers.
Format and length
- A 20-minute talk, then 5 minutes of questions
- Your time slot is in the run of show
- Arrive an hour before doors for a sound check
Tech
- One screen with HDMI, slides at 16:9
- A microphone and a clicker are provided
- Bring an adapter if your laptop needs one
- Send your slides as a PDF too, as a backup
Deadlines
| What we need | Send by |
|---|---|
| Talk title and a two-line summary | |
| Short bio and a photo | |
| Final slides |
Questions
Reply to the email this brief came with, or ask the person who invited you.
Project chat
Event plan
Supplier updates and event-day questions, kept out of email threads. Everyone you add to the project is in it.