Event planning templates from the pitch to the post event survey

From brief to run sheet

Event planning is a long chain of documents that ends in one night. It starts with a brief and a proposal that sets the concept, the budget and the fee. A contract fixes the scope, the payment stages and what happens if the event is cancelled or changes size. The event plan carries the budget, the timeline and the run sheet, which is the minute by minute document everyone works from on the day. Around it sit the venue hire agreement, vendor agreements, speaker agreements for conferences and the registration form guests fill in.

After the event

When the event is over, two documents matter. The feedback survey, sent while the night is still fresh, tells the planner and the client what to repeat and what to fix, and gives the planner evidence for the next proposal. The final invoice reconciles the budget against what was spent, including any variations the client approved along the way. Planners who keep these well win repeat business, because the client can see exactly what they got. Each of these is in the kit as a finished example, from the first proposal to the last invoice.

Who the kit is for

The kit is written for corporate, social and conference event planners in Australia, from solo planners to small agencies. Events at public venues carry work health and safety duties, food safety rules for catering and sometimes council permits, so the plan and the contracts should say who holds each duty. Prices are in dollars with GST at 10%, the businesses are invented, and every card opens a complete example rather than a description, so the structure can be copied with confidence.

Price the fee and the costs separately

Clients compare planners on the fee and on control of the budget, so show them separately. The planning fee covers the planner time; venue, catering, entertainment and decor are costs the client pays, either through the planner or directly. A proposal that lists them in groups, with optional extras the client can tick, makes the decision easier. The event proposal example is priced this way and can be accepted online, issuing the deposit invoice on acceptance.

The run sheet is the event

The run sheet lists every moment of the event with the time, what happens, who is responsible and where. It is the document the venue manager, caterer, AV crew and MC all work from, so it should be in one place and final a few days before. The event plan example in this kit includes a run sheet alongside the budget and the timeline, so a client can see how the night will run when they approve the plan.

Registrations and feedback

A registration form collects attendee details, sessions or meal choices, dietary needs and accessibility needs, and the answers become the catering numbers and the name badges. Export the responses as a CSV with one column per question to hand to the venue. After the event, send the feedback form within a day. The event feedback example asks what to keep and what to change, which is more useful than a satisfaction score alone.

The tools behind the kit

• AI proposal generator
• AI document generator
• AI form builder
• E-signature software
• AI flyer maker

Step by step in the builders: Create a quote with AI, then Add e-signatures with multiple signers.