Template, by definition, is a file that serves as a starting point for a document. The business works with multiple documents on a daily basis that captures similar information. Templates are designed to bring consistency in communication and maintaining records/ data. Find the blog link here- https://blog.townscript.com/event-management-template/

1. Event Management Template So You Never
Miss Out On Anything
What is a template?
Template, by definition, is a file that serves as a starting point for a document.
The business works with multiple documents on a daily basis that captures
similar information. Templates are designed to bring consistency in
communication and maintaining records/ data. Templates can help drive
efficiency and streamline the whole process while organizers can focus on other
critical aspects of the business.
Why use an event management/ planning template?
A template is for every entrepreneur, every event management professional and
event enthusiasts. As an event manager, you should be familiar with the
different components of an event planning template. It will help you understand
what planning an event involves. Even if you are not planning the event
yourself, it will allow you to know the ins and outs of event planning. You can
then work with a professional event planner with a sound understanding of what
it is you should expect the planner to cover. With a template in hand, it becomes
a lot easier to maintain a checkpoint of the all the action items.

2. Key Checkpoints for an event management template
BASIC INFORMATION
1. Event Details
This should capture the basic information that everybody who is involved in the
team can read. This includes the name, objective, date, venue of the event.
Details of the event manager and the leading team should also be highlighted
should a volunteer need some urgent help. The planner needs to know the
number of people they will be catering to during the event. This will allow the
event planner to ensure there is enough room for all the guests.
2. Key Milestones
This part of the template should capture the deadlines to achieve some short
term goals to organize the event. It is important to keep the timelines realistic.
Most of the events are planned 6 months to a year in advance. Try to capture the
deadlines about- marketing print material ready by date, all proposal to be sent
by date, media and PR initiation date. In nutshell, everything that is pre-event
marketing.

3. BUDGETS
3. Event Budget
The event budget should be prepared to keep all the minute details. It should
include the following
• Marketing budget- break down into smaller parts. Determine the spend on
public relations, content marketing, social media marketing, marketing
research, digital media (TV, radio), and celebrity enrollment.
• Logistics budget- this should include the cost of transporting guests and full/
part-time employees, accommodation cost, overhead expenses
• Procurement budget- in simpler terms this involves buying or renting of
equipment for the event, wifi cost, procurement of specific technology like
apps, scanners, and renting out the venue etc

4. • Human Capital- amount to be spent on paid volunteers, interns, and
temporary staff
MARKETING
4. Marketing Plan
This has to be an elaboration of how the marketing strategy is laid out along
with timelines, expected outcomes. Therefore, the marketing plan should lay
down the list of all PR agencies, content marketing idea, social media platforms,
and action items.

5. PEOPLE MANAGEMENT
5. Crowd Management
It should give an estimated footfall that you are expecting, information about
the target audience, details of the ticketing partner, list audience engagement
apps, list security services, and information on public transport usage.
6. Emergency evacuation/ fire etc plan
Events are gatherings that are always under high risk. A good event planner/
manager is always prepared for the worst. Therefore, capture the fire evacuation
plan, have emergency medical services desk details and procedures in this
section of the template.

6. SCHEDULE
7. Event Schedule
This is meant for internal purposes only. List down the date, time and venue of
activities involved.
Conclusion
Every event is unique and so are the requirements. We have created standard
templates that you can use as reference or may be as is. However, keep your
business needs in mind and add tasks etc as per your need. The above templates
will surely help you become more precise and efficient in your next event. You
can also check a few websites/apps like Milanote or Asana for paid templates if
you’d like.