Xem thêm

Event Planning Made Simple: A Guide on Event Planning Templates + Examples

According to Allied Market Research, the events industry is projected to reach a staggering $1,552.9 billion by 2028. As the industry continues to thrive, event planners face the challenge of delivering memorable experiences while efficiently...

According to Allied Market Research, the events industry is projected to reach a staggering $1,552.9 billion by 2028. As the industry continues to thrive, event planners face the challenge of delivering memorable experiences while efficiently managing various aspects of the planning process.

Event Planning

What is Event Planning?

Event planning is the process of conceptualizing and designing an event. The practice consists of coordinating all the details for an event of any type; meetings, conventions, trade shows, ceremonies, etc.

Event planning is part of event management and focuses on all pre-event stages, including strategy, concept development, and detailed planning. In contrast, event management itself deals primarily with the execution and operational aspect during the event itself.

The primary output of an event planning process is an event plan that will guide the event management team to prepare and coordinate a successful event. Sometimes, the first output is an event plan proposal that needs approval before becoming a complete event plan.

Types of Business Events

Business events are either internal for the company’s employees and stakeholders or external and aimed at other businesses or potential clients.

Here are some of the most common types of business events.

Business Conferences

Conferences bring together professionals to exchange knowledge and discuss a particular subject in panel discussions and workshops.

Trade Shows

Trade shows allow companies to showcase products or services to a targeted audience in specialized booths.

Seminars

Seminars are educational events focused on specific topics or industries through expert presentations and interactive discussions.

Product Launches

Product launches are events introducing new products or services to the market, creating buzz, and generating media coverage.

Team-Building Activities

Team-building events strengthen bonds and enhance employee collaboration with games and problem-solving challenges.

Networking Events

Networking events provide a platform for professionals to connect, build relationships, and expand their professional network.

Award Ceremonies

Award ceremonies recognize and celebrate the excellence of individuals or teams in various fields by acknowledging outstanding achievements.

Charity Functions

A charity function primarily aims to raise funds, create awareness, and support charitable causes by gathering donations.

What Constitutes Event Planning?

Event planning involves a comprehensive approach that starts with defining an event purpose and culminates in an event plan proposal or event plan.

Along every step of the event planning process, event planners use PowerPoint templates to help the team stay on track and plan effectively.

Different Stages of Event Planning

Purpose, Goal, and Objectives

An event’s purpose is the overarching reason why the event will take place. The goal fulfills the purpose, and the objectives achieve the goal.

To determine the event purpose, answer the 5W1H; Who, What, When, Where, Why, and How. Define a SMART event goal using the SMART framework, and write the objectives precisely as they will fulfill the event goal.

Here are two templates to help you:

SMART Goals Slide Design 5W1H Problem Solving Process PowerPoint Template

You’ll see how all three (purpose, goal, and objectives) work together in the case study at the end of this article.

Answering the 5W1H also helps identify the target audience for the event. Use a persona analysis template to define how to conceptualize the event in a way that will positively impact them.

Timeline and Processes

The event planning process needs transparent processes to keep everything on track. These processes all have templates you can use:

  • A roadmap to define key milestones and deadlines.
  • A work breakdown structure to outline all the tasks and action items.
  • A communication plan for transparent communication processes between team members or the team and the client.
  • Schedules and agendas to organize all event planning meetings.

Here are two Event Planning PPT templates to help you:

Work Breakdown Structure (WBS) PowerPoint Diagram Three Stages Timeline Template for PowerPoint

The Event Planning Team

All events need a team to cover all planning tasks effectively. Depending on the event’s magnitude, some roles listed below will require a subteam.

  • An Event Director with ultimate decision power.
  • An Event Coordinator is responsible for day-to-day admin work.
  • A Financial Coordinator in charge of the budget and allocation of monetary resources.
  • A Marketing/Communications Director in charge of marketing campaigns.
  • A Technical Director to oversee all audio, video, and media tasks.
  • A Creative Director oversees all visual aspects like a website, invitations, signage, and more.

Budget + Logistics Planning

Budget and logistics in event planning consist of minute details that must be tracked, confirmed, and completed. Typically, budget and logistics are managed with spreadsheet and checklist templates.

Budget planning includes the following analyses:

  • A budget forecast with a projection of fixed and variable costs. Fixed costs are the ones that won’t change, and variable costs will go up or down depending on the circumstances.
  • The expenses sheet includes food & beverage, team, staff, decor, travel, marketing, venue rental, streaming platforms, tech, etc.
  • Revenue sources sheet including advertising revenues, concession, booth rental fees, registration, and sponsorship.
  • A contingency fund in case of unforeseen circumstances.

Logistics planning includes:

  • Finding a venue.
  • Hiring vendors.
  • Negotiating terms and signing contracts.
  • Defining speaker availability.
  • Organizing flights, transport, and accommodation.
  • Receiving booth applications.
  • Minding health & safety protocols.

Branding, Marketing, and Promotion

Internal and external events have different branding, marketing, and promotion requirements. It all depends on the event’s purpose and magnitude.

Event branding uses company brand guidelines to direct all visual communication and assets for the event. These include simple elements like the logo, colors, and fonts to what style of imagery to use or what type of messaging is incorporated. Typically, event branding is used for both internal and external business events.

Event marketing and promotion are generally used for external events that sell tickets, sponsorship opportunities, and other marketable event aspects. But occasionally, an internal event will use promotion techniques to remind employees about the event weeks or days beforehand.

Sponsorship Opportunities

Some events offer sponsorship opportunities for businesses to provide funds in exchange for something valuable that will benefit both the sponsor and the event attendees.

These are the most common types of event sponsorship:

  • Financial: Purely monetary help offered as a deposit to the event planning committee or payment of one of the event logistic necessities; food, wifi, venue.
  • In-Kind: The sponsor offers their services or products for free.
  • Media: Promotional help about the event on different media outlets; social media, television, radio, etc.
  • Promotional: Influencers, bloggers, writers, and others promoting the event on communication channels.
  • Packages: Businesses pay a set amount for several brand highlight opportunities in the event; a logo in the poster, a banner in the venue, a speaking slot, etc.

Event Program and Agenda

The event program and agenda detail all the activities during the event. Your event program can be designed as a schedule with detailed times, presenter or facilitator details, or more creative compositions that inspire attendees throughout the day.

Evaluation and Feedback

The evaluation and feedback process after an event is critical to give you insights into what worked and what didn’t. You can send attendees forms or surveys after the event or ask attendees to leave feedback while at the event.

Regarding event performance indicators, more than 80% of event planners consider attendee satisfaction and engagement an important KPI.

What are Event Planning Templates?

Event planning templates are predesigned resources that serve as frameworks for organizing an event. There isn’t just one event planning event template but a collection of them, each with its own purpose.

Industry-standard templates will save you and your team tons of time and significantly reduce the possibility of forgetting or skipping essential details.

In the section above, we suggested some templates that aren’t precisely event-related but can help in the process nonetheless.

Event Planning Checklist Template

The event planning checklist template is where the event planner tracks all the necessary actions toward planning a successful event. These templates consist of a list that applies to all event types, plus other detailed activities that different events might need. You can add or remove what you need concerning your circumstances.

Event Planning Checklist template for PowerPoint

Event Planning Timeline Templates

Planning an event takes time; you need an event planning timeline template to use that time effectively. Show the team what’s expected at every milestone and when tasks and actions must be done.

Event planning timeline templates can be roadmaps, schedules, or Gantt charts. It all depends on your planning style.

PowerPoint Template Calendar Multi-step Roadmap Journey Concept for PowerPoint Animated Square Milestones Timeline Templates

Event Plan Presentation Template

An event plan presentation template is a slide deck on which the event planner shares critical information about an event concept, event plan, budget, logistics, and more with an audience of investors, decision-makers, or sponsors.

Event Plan Proposal Presentation Template

Much like an event plan presentation, an event plan proposal highlights all the same concepts but as a proposal. This slide deck template pitches the event to the decision-makers who will say yes or no to the event going ahead.

This template will help with both an event plan and the event plan proposal:

Event Budget Templates

With an event budget template, you can forecast costs efficiently, always keeping track of fixed and variable costs and managing a contingency fund. These templates look like spreadsheets or tables that make it easy to see costs per item and the difference between the projected amount and the final cost.

Event Venue and Vendor Templates

Event venue and vendor templates cover all key elements, actions, and information about the event venue (the location) and the vendors hired to supply their services.

Event Registration Template

Some events, especially public ones, must be registered with local officials. Sometimes, the authorities will supply an event registration template for you to fill in, but occasionally, you’ll have to create your own. An event registration template includes all key data about your event, like who is organizing it, how many people will attend, and who will clean up.

Attendee Registration Templates

Attendee registration differs per event type. Paid in-person events involve attendance fees and costs, free events might only need a signup list, and online events use digital forms for attendees to reserve a spot in the virtual meeting room.

Event registration form example

Event Speaker Checklist

An event speaker checklist can be internal for the event planning team or created specially for the speaker.

Internal event speaker checklists track all critical information like travel details and unique requirements. Use a list per speaker to ensure everything runs smoothly for them.

Checklists for the speaker ensure that they know what to expect and come prepared for their presentation.

Event Tech Checklist

All events involve tech of some sort, and to ensure everything is ready and working, you need an event tech checklist. Your specifics will differ according to what type of event you’re planning, but the idea is to keep track of all tech necessities on time for your event to succeed.

Event Agenda Template

Event agendas in your event plan match the overall presentation design, but the event agendas you give attendees are another story altogether. The agenda slide template for your plan or plan proposal covers what will happen during the event. The audience for that template is your team, decision-makers, sponsors, or partners.

The agenda template for your attendees is different. These agenda templates are eye-catching, inspiring, and worth taking home. Add your event brand assets along with your content to finish the design.

Event Sponsorship Templates

Event sponsorship templates will help your event planning team create a proposal that matches your event needs and style. You can use a simple proposal template that includes sections where you can specify the type of sponsorship per sponsor.

Another type of sponsorship template includes sponsorship packages with different price tags that contain lists of detailed items or opportunities included in each package.

Example of Event Sponsorship slides

Event Feedback and Evaluation Templates

Event feedback and evaluation templates can be both internal and external. You can poll your event planning team and ask attendees for their feedback. Likewise, you can ask speakers, vendors, sponsors, and partners how they felt about the event.

Emoji scale to represent how the event performed

Case Study: Business Conference Event Plan

StellarCorp, a multinational manufacturing company with offices in three major cities, wishes to organize a leadership summit. Their in-house event management team has prepared an event plan proposal for StellarCorp CEOs to approve.

Discover the event plan proposal presentation that sealed the deal.

Cover: Key Event Details

Event Planning Cover

The cover is a welcome mat to the presentation and highlights the event name and key details.

  • StellarCorp Leadership Summit
  • Potential dates: June 12-15 or October 10-14, 2024
  • Location: New York
  • Attendees: Senior managers from New York, Los Angeles, and Miami offices. From HR, marketing, sales, and innovation departments.
  • Interested presenters and key speakers: Corporate leadership guru Kristine M. and Communication specialist Jack S.

Introduction: Purpose, Goal, and Objectives

An Strategic Priorities Pyramid to showcase the purpose, goal, and objectives of an event.

The presentation’s first slide highlights the event concept, purpose, goal, and objectives.

By sharing a clear hierarchy of purpose>goal>objectives in a pyramid design, the event planning team sets the stage for the rest of the presentation.

Purpose: This leadership retreat aims to empower senior managers with the professional skills, insights, and necessary relationship-building techniques to lead effectively and positively in a dynamic business environment.

Goal: The goal of the leadership retreat is to strengthen and inspire efficient and positive leadership in senior management through interpersonal communication, strategic thinking, and the right skills to drive organizational success.

3 Objectives:

  1. To enhance leadership skills through interactive workshops and coaching sessions focusing on refining leadership capabilities, decision-making, and innovation.
  2. To foster strategic thinking through facilitated discussions where attendees will develop a shared strategic vision and craft actionable goals to learn how to navigate challenges and leverage opportunities.
  3. To strengthen interpersonal communication by conducting networking activities and team-building exercises to cultivate trust, communication, and collaboration.

Event Plan Schedule with Milestones

Event Planning Timeline

The following section in the event plan proposal is the event plan schedule highlighting key milestones. Showing this information to CEOs will give them an idea of how long the planning stage will take and if it’s feasible and aligned with their organizational goals.

The Team

Event planning team

The next slide is all about presenting the event planning team. Team members and their roles are displayed using a hierarchical organizational chart, with the event director at the top and the other directors and coordinators on the second level. Team members for each section go below their leader’s column.

  • Event Director (top of the org chart)
  • Event Coordinator (second level)
  • Financial Coordinator (second level)
  • Marketing/Communications Director (second level)
  • Technical Director (second level)
  • Creative Director (second level)

Logistics Overview

Across one or two slides, the team shares a logistics overview, including all the event’s top-level details. All items are listed in a table separated into horizontal sections that cover details for the venue, f&b (food and beverages), and tech requirements.

Budget Projection and Forecast

Event planning budget template idea

Next is the budget breakdown, with which the team shares a budget forecast and projection for all event costs. The budget table or sheets show prices for all the details, referencing whether the cost is fixed or variable. It also includes a contingency plan and a final estimated budget.

The Event Program

The final slide in the event plan proposal is a draft of the event program. As of the day of the proposal, the team brings a short list of topics chosen with the HR team.

Event Program for Stellar Corp Leadership Summit:

Day 1: Morning Session:

  • 8:00 AM - 9:00 AM: Registration and Welcome Refreshments
  • 9:00 AM - 9:30 AM: Opening Ceremony and Welcome Address by CEO
  • 9:30 AM - 10:30 AM: Keynote Speaker 1
  • 10:30 AM - 11:00 AM: Networking Break

Mid-Morning Session:

  • 11:00 AM - 12:00 PM: Panel Discussion
  • 12:00 PM - 1:30 PM: Lunch Break

Afternoon Session:

  • 1:30 PM - 2:30 PM: Interactive Workshop
  • 2:30 PM - 3:30 PM: Keynote Speaker 2
  • 3:30 PM - 4:00 PM: Networking Break

Late Afternoon Session:

  • 4:00 PM - 5:30 PM: Breakout Sessions:
  • 6:00 PM - 8:00 PM: Networking Reception and Dinner

Day 2: Morning Session:

  • 8:00 AM - 9:00 AM: Registration and Networking Breakfast
  • 9:00 AM - 10:00 AM: Keynote Speaker 3
  • 10:00 AM - 11:00 AM: Panel Discussion
  • 11:00 AM - 11:30 AM: Networking Break

Mid-Morning Session:

  • 11:30 AM - 12:30 PM: Interactive Workshop
  • 12:30 PM - 2:00 PM: Lunch Break

Afternoon Session:

  • 2:00 PM - 3:00 PM: Keynote Speaker 4
  • 3:00 PM - 4:00 PM: Panel Discussion
  • 4:00 PM - 4:30 PM: Networking Break

Late Afternoon Session:

  • 4:30 PM - 6:00 PM: Breakout Sessions:
  • 6:30 PM - 8:30 PM: Gala Dinner and Awards Ceremony

Day 3: Morning Session:

  • 8:30 AM - 9:30 AM: Networking Breakfast
  • 9:30 AM - 10:30 AM: Keynote Speaker 5
  • 10:30 AM - 11:30 AM: Panel Discussion
  • 11:30 AM - 12:00 PM: Networking Break

Mid-Morning Session:

  • 12:00 PM - 1:00 PM: Interactive Workshop
  • 1:00 PM - 2:30 PM: Lunch Break

Afternoon Session:

  • 2:30 PM - 3:30 PM: Keynote Speaker 6
  • 3:30 PM - 4:30 PM: Closing Keynote Speaker
  • 4:30 PM - 5:00 PM: Closing Ceremony and Recap
  • 5:00 PM onwards: Optional Networking Sessions and Farewell

Creative and Design

The event plan proposal ends with a draft of the creative and design material for the event itself and the promotional material to be sent out beforehand.

The mood board that served as inspiration for the event’s graphics is also listed in the presentation since it captures the ideas that CEOs must be in touch with to check if they represent the core values behind this event.

Closing

The event planner reminds the CEOs that the Leadership Summit is vital for the company because when you take care of your people, your people take care of you.

The presentation ends on a high note with a thank you slide and a quote by Judy Allen, author of The Executive’s Guide to Corporate Events & Business Entertaining, “What sets your business function apart is not the amount of money you have to spend but how creatively you tap into your customers’ senses.”

Design and Plan Successful Events Every Time

In this guide, you learned just how essential event plan templates are when planning an event. There’s no reason to reinvent the wheel when all the resources are at your fingertips.

There’s one for every aspect of the planning process, from event plan checklist templates to registration form templates. Use SlideModel templates to plan, organize, present, and pitch amazing events every time.

Event Planning Made Simple: A Guide on Event Planning Templates + Examples

1