EVENT PLANNING TEMPLATE

Ms. Searfoorce
Event coordinator/contact person (Your name)

ChiliCon - An event where famous chefs from around

Name of event – what the world share their best recipes for: chilli and
(building opening, sports day, art show, cornbread
launch of new program)

July 5, 2020
Date of event
3:00p.m.-10:00p.m.
Time of event
Wildwoods Convention Center
Location of event
wildwoodsnj.com/convention-center

800-992-9732

● Person 1 (Give name) - Food

Leadership Team (Six People)
(Group will lead parts of the event)
* Each person will have a team of people working
with them.
● Person 2 (Give name)- Press/Website Social
Media/Events/Hospitality
● Person 3 (Give name) - Talent and Hiring/Audio
Visual/House Keeping
● Person 4 (Give name) - Tickets, Invitations,
Ambiance/Special Accommodations
(Wheelchair)
● Person 5 (Give name) - Money
● Person 6 (Give name) - Security/Police/Fire
Contact (if required)

* Each person will have a team of people working with

them.

Anyone who really likes chilli and corn bread.

Target audience – who
Who is this promotion targeted
at? What does the audience need
to know? What will hold their
interest?

You can make any simple dish amazing. Learn how to

Message – what make chilli a variety of ways.
What do you want to say to the target
audience? What do you want them to
know/do?

Our objective is to bring together the best chefs and

Objectives – why introduce people to a variety of chillis and corn bread.
Be clear about what you hope to achieve with this event.

Guests will be able to try any and all chilli and

Description of event – what cornbread prepared by expert chefs and chilli bloggers
 and vloggers

● Food poisoning
Risk assessment – what ● Allergic reactions
Identify possible risks and develop strategies to ● Burns
minimise risks. ● Over-eating
● Too much trash/sanitation
● Not enough bathrooms

● Person 1 (Give name) - Food

Checklist (Same people as leadership team)
Who will be involved in the event Date/s of event
determined Location/venue for event booked Target
audience determined Message determined
Objectives set
Risk assessment completed
Evaluation criteria established
* Each person will have a team of people working
with them.
● Person 2 (Give name)- Press/Website Social
Media/Events/Hospitality
● Person 3 (Give name) - Talent and Hiring/Audio
Visual/House Keeping
● Person 4 (Give name) - Tickets, Invitations,
Ambiance/Special Accommodations
(Wheelchair)
● Person 5 (Give name) - Money
● Person 6 (Give name) - Security/Police/Fire
Contact (if required)

Each will be given a checklist which they will use to

ensure the event runs smoothly.

Early event planning Action/Leadership Team Member

Budget
Source identified
Sponsorship: Food companies will provide the
Sponsorship ingredients for the chefs; chefs will have a banner with
Break even point established names of the companies
Have you accounted for the GST (Goods and Services Tax)? Break even point established: Tickets cost $25 per
adult, $15 for kids under 10. $10 from each ticket goes
toward event costs. The rest is profit.

Have you accounted for the GST (Goods and Services

Tax)? 6% in philadelphia

This is handled by Person 4.

Invitations
Mailing list generated/updated
Invitation
composed
Invitation
checked Printer
Calligrapher
RSVPs (responsible person
briefed) Invitation list compiled
Names on list and titles/addresses checked for accuracy
Special guests/speakers alerted to make time in diaries
Invitations sent
Catering/Food This is handled by Person 1.
Cost per head or upfront
Upmarket or casual
Beverages – orange juice, mineral water, tea and coffee
(instant or percolated)
Food – fruit platters, bagels, danish, bagettes, sandwiches,
biscuits and cakes
Hot or cold
Self service or waiting staff
Internal or external catering
Power required
Equipment required
Tables, tablecloths, cups and saucers
Plates, napkins, knives and forks (disposable/non-disposable)
Can the theme of the event be followed through in catering?
Special dietary requirements of guests
Menu

Early event planning Action/Leadership Team Member

Advertising This is handled by Person 2.
Press, radio TV, newsletter, social media
Media release – other

This is handled by Person 3.

Talent
Book and brief, Develop an agreement e.g.
Cancellation, weather
Rehearsals

Signage This is handled by Person 4.

Directional, parking toilets lost children etc.
Other signage produced

Program/running sheet/speeches This is handled by Person 2.

Program finalised
Running sheet written
Program/running sheet sent to speakers
Speakers fully briefed
Speeches written
Let caterers know program - when to serve drinks/food

Value added for guests This is handled by Person 2.

Gifts
Programs
Catalogues
Special offers/discounts
Competitions
Prizes
Security This is handled by Person 6.
Security alerted
Risk concerns addressed – Risk plan developed
Emergency management plan developed
Provision of first aid

Audio/visual requirements This will be handled by Person 3.

audio/ Visual, PA system
Lapel or handheld microphone
Lighting
Extra electrical requirements
Lectern

Staffing This will be handled by Person 3

Extra required
Staff to meet and greet guests

Ambience This will be handled by Person 4.

Floral arrangements, pedestal – can the theme of the event be
followed in flowers?
Background music

Early event planning Action/Leadership Team Member

Guest comfort This will be handled by Person 4.

Wheelchair access

This will be handled by Person 2.

Toilet facilities

Hospitality This will be handled by Person 2.

Welcome signage at entrance
Ushers briefed
Cloak room
Red carpet

Housekeeping This will be handled by Person 3.

Cleaning before and after
On standby during the event

On the day ● Person 1 (Give name) - Food

Time for set up by whom ● Person 2 (Give name)- Press/Website Social
Time for dismantle by whom Media/Events/Hospitality
Dais, stage ● Person 3 (Give name) - Talent and
Tables, chairs layout Hiring/Audio Visual/House Keeping
Chair covers ● Person 4 (Give name) - Tickets, Invitations,
Floor plan Ambiance/Special Accommodations
VIP seating (Wheelchair)
Book courier/transport
● Person 5 (Give name) - Money
Name tags
● Person 6 (Give name) - Security/Police/Fire
Contact (if required)
Clear location directions
Registration desk
After the ● Person 1 (Give name) - Food
event ● Person 2 (Give name)- Press/Website Social
Person responsible Media/Events/Hospitality
Debrief ● Person 3 (Give name) - Talent and
Comments on all aspects (negative and positive) Hiring/Audio Visual/House Keeping
Guest feedback ● Person 4 (Give name) - Tickets, Invitations,
Guidelines for improvement next time Ambiance/Special Accommodations
Evaluation against criteria (Wheelchair)
Celebration ● Person 5 (Give name) - Money
Thank you’s ● Person 6 (Give name) - Security/Police/Fire
Contact (if required)