Marketing template
Event Plan template
An event plan for a fundraising dinner with objectives, budget and income, a planning timeline, vendors, a run sheet, access, volunteers and risks. It suits charities and event teams running a gala or large dinner.
8 sections, 9 tables, with a cover page
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What you fill in
- [Event name]
- [Your company]
- [Date]
- [Venue]
- [Venue address]
- [Your name]
- [AV supplier]
- [Band]
- [Florist]
- [Photographer]
- [Auction platform]
The template, in full
1. The event
The [Event name] is [Your company]'s one large fundraising dinner of the year. This is its fourth year. It brings together donors, sponsors, families [Your company] has helped and the audiologists who volunteer with us, for an evening that raises money and shows guests where it goes.
2. Objectives
Every decision in this plan is checked against these objectives. If a cost does not serve one of them, it is cut.
$90,000 funds hearing tests for about 1,500 children at $60 each. That number is on the invitation, in the speeches and on the donation cards.
3. Budget
Total costs are capped at $62,000. Venue and catering are three fifths of the budget; everything else is quoted and held to the amounts below. The contingency is released only by the event lead.
Income and net result
Forty of the 300 seats are complimentary: 24 for sponsors (four each), 10 for families [Your company] supports and 6 for volunteer audiologists.
4. Planning timeline
5. Vendors
6. Run sheet
[Date]. The event lead holds the master copy and calls every change on the radio channel. Times are when each item starts.
7. Guests, access and sponsors
Many guests, and some of the families we invite, are deaf or hard of hearing. An event for a hearing charity that guests cannot follow would undo the evening, so access is planned as carefully as the menu.
Sponsor recognition
Volunteers on the night
8. Risks
After the event the team meets on [Date] to compare results with the objectives in section 2, record what to change for 2028, and send every guest a thank you that says what their evening funded.