Event Planning Protocol
1. Event Concept and Objectives
Purpose: Fundraising for local animal shelters.
Theme: "Paws & Claws Gala" – An elegant evening to support animal welfare.
2. Planning Team
Role | Name | Responsibilities | Contact Information |
|---|---|---|---|
Event Coordinator | [Your Name] | Oversee all event details | [Your Email] |
Marketing Manager | James Lee | Handle promotions and advertising | james@email.com |
Logistics Manager | Emily Carter | Manage venue setup and vendor coordination | emily@email.com |
3. Budgeting
Estimate Costs:
Venue Rental: $5,000
Catering: $4,000
Entertainment: $2,000
Decorations: $1,500
Miscellaneous: $500
Financial Approval: Budget approved by the Board of Directors on August 10, 2050.
Monitor Expenditures:
Expense Category | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|
Venue Rental | $5,000 | $5,000 | Paid in full on August 12, 2050. |
Catering | $4,000 | $4,200 | Additional charges for special menu. |
Entertainment | $2,000 | $2,000 | Deposit paid on August 15, 2050. |
Decorations | $1,500 | $1,400 | |
Miscellaneous | $500 | $450 | |
Total | $13,000 | $13,050 |
4. Venue Selection
Location: Grand Ballroom, City Center Hotel, 123 Main St, Cityville.
Accessibility: Venue is wheelchair accessible and has designated parking.
Booking: Reservation confirmed with a signed contract on August 8, 2050.
5. Date and Time
Select Date: September 15, 2050.
Time of Day: 6:00 PM – 10:00 PM.
6. Guest List and Invitations
Create Guest List:
VIPs: Mayor Jane Smith, local business leaders.
Sponsors: Animal Rescue Inc., PetCare Solutions.
General Guests: 200 supporters.
Send Invitations: Invitations designed and sent via email and mail on August 20, 2050.
Track Responses:
Guest Name | RSVP Status | Notes |
|---|---|---|
Mayor Jane Smith | Attending | |
Mr. John Doe | Not Attending | |
Animal Rescue Inc. | Attending | 5 representatives attending. |
7. Catering and Refreshments
Menu Planning: Three-course meal with vegetarian and gluten-free options.
Vendor Selection: Bella’s Catering, confirmed on August 12, 2050.
8. Entertainment and Activities
Select Entertainment: Jazz band "City Swingers," hired for the evening.
Plan Activities: Silent auction featuring pet-related items and services.
9. Marketing and Promotion
Develop Marketing Plan: Social media campaigns, local press releases, and event flyers distributed.
Design Materials: Flyers designed and printed by August 18, 2050.
10. Logistics and Setup
Event Layout: Seating for 200, stage for entertainment, auction tables.
Technical Requirements: Audio/visual equipment, microphones, and lighting arranged with Tech Masters.
Setup Schedule:
Task | Responsible Person | Deadline | Status |
|---|---|---|---|
Venue Layout Planning | Emily Carter | September 14, 2050 | Not Started |
Technical Setup | Tech Masters | September 14, 2050 | Confirmed |
Decoration Setup | Volunteers | September 14, 2050 | Scheduled |
Final Checks | Sarah Thompson | September 15, 2050 | Not Started |
11. On-the-Day Coordination
Team Briefing: Briefing at 4:00 PM on September 15, 2050.
Guest Management: Registration desk setup to handle check-ins.
Issue Resolution: On-site team to handle any issues promptly.
12. Post-Event Activities
Feedback Collection: Distribute feedback forms to guests.
Thank You Notes: Send thank you notes to guests and sponsors by September 20, 2050.
Debrief Meeting: Schedule debrief meeting for September 22, 2050.
Final Report: Prepare and distribute final report by September 25, 2050.
Feedback Source | Feedback Summary | Action Items |
|---|---|---|
Guest Feedback Forms | Positive response to entertainment, suggestions for food. | Improve catering options. |
Sponsor Feedback | Appreciation for event organization. | Follow up on sponsorship terms. |
13. Documentation and Follow-Up
Document Learnings: Record key takeaways and improvements for future events.
Archival: Store contracts, invoices, and feedback forms in the event file.
Templates
Templates
