These key documents collect a lot of information in one place, so they should be both detailed and simple to read. This straightforward Run of Show template from The AV Company has three tabs: instructions, the template itself, and a detailed example you can learn from.

The free version lets you gather responses per month. Event planning checklists are like shoes: You need the right type for the job, and one size definitely does not fit all. The Fun Run on school grounds will likely include volunteer management and scouting event sponsors who want to reach an audience of families with young kids.

The key to RFPs is to clarify your event requirements so venues and vendors can demonstrate their ability to meet them. How comprehensively they respond to your RFP is also a good indication of their professionalism.

Do they answer all of your concerns and give you all of the information you request? To refine these important documents, check out our 6 secrets to writing the best event RFPs. Among the most important of your event planning documents, event contracts ensure you are compensated for your expertise, and venues and vendors fulfill their responsibilities.

Client contracts : A watertight client contract protects you and your client from unexpected situations and unprofessional behaviors.

Explore this list of 6 things to include in your event planning contract to make sure you have all of your bases covered. Venue contracts: Clearly, this contract is central to the success of any event. Make sure you know how to negotiate win-win venue contracts.

Check that the contract includes outcomes for both parties for cancellations, the timing of performances, the time the venue will be available for set up and break down, and any intellectual property considerations a common issue with livestreaming.

The template above will get you up and running whether your timeline is measured in weeks or months. Some events will need an early marketing timeline to spark engagement, others will include finalizing special dietary requests, while others will offer a late event registration option.

Learn how to create a long-term event planning timeline. Event budgets are also as varied as events themselves, but the best ones have these things in common:. They separate fixed and variable costs. Variable costs change based on guest count. Instead, the budget should detail the expected budget of breakfast food items, coffee, juice, lunch, and snack platters.

They reveal any gaps over or under between expected versus actual spend. This information can help you refine your budgets for future events so you are always within budget. To avoid unpleasant surprises, check out 20 of the top hidden costs in event planning.

And for tips on proving event ROI and increasing your event budget, download our free event budget ebook.

On the day of the event, there is no more critical document than the run-of-show. We know parties! All DIY printables are made for you to print out yourself. We create our printable supplies to be easy to assemble with using only minimal supplies. Some of the links on the pages of this website are affiliate links.

If you decide to click on one of these links and purchase something, we will receive an affiliate commission. The funds we receive help to maintain the costs associated with running this website. We are disclosing this in accordance with the Federal Trade Commission's 16 CFR, Part "Guides Concerning the Use of Endorsements and Testimonials in Advertising.

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Order your FREE catalog! Fill out and submit the form below and we'll send you our latest catalog. You can also request one by phone at Here at Event Supply, we carry all the products necessary to run a wedding, trade show, or exhibit. Browse our company store and find everything you need Brother Creative Center offers free printable party decorations for all your special events! Use them for birthdays, Christmas, Valentine's Day, and more!

Free event supplies - Download Free Event supplies Templates on various topics. Enjoy Royalty free Event supplies Templates with Unlimited downloads✓ Copyright-free Event supplies Order your FREE catalog! Fill out and submit the form below and we'll send you our latest catalog. You can also request one by phone at Here at Event Supply, we carry all the products necessary to run a wedding, trade show, or exhibit. Browse our company store and find everything you need Brother Creative Center offers free printable party decorations for all your special events! Use them for birthdays, Christmas, Valentine's Day, and more!

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Our discount party supplies are offered in a variety of categories including Halloween decorations, Patriotic decorations, and even crazier themes, like Oktoberfest costumes.

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Whatever the occasion, we want to help you throw the best party or event possible. Cells are pre-populated with common costs, such as equipment rentals or security and cleaning services; however, you can easily edit the fields to suit your requirements.

This budget planner separates wedding costs into categories including apparel, decorations, reception, and photography. On the template, these categories are broken down into more detailed lists of expenses - this allows you to account for both large and small items, determine which categories are most costly, and ensure that the wedding stays within budget.

Collect information from each vendor, including contact details, goods or services they offer, and permits. You can also add rules and regulations that each vendor must agree to in order to participate in the event. Use this checklist template to inspect venues and determine whether they meet the requirements for your event.

Items to check include fees, venue capacity, parking, audiovisual options, and more. Following a checklist can help you identify potential issues and provide a quick comparison between venue options. This catering checklist template offers an easy way to interview caterers.

While some venues may include catering with their services, you will still need to provide the vendor with event details and make sure you understand their policies. Organize all of the details about your speakers or event entertainment, including audiovisual and other equipment requirements for presentations or performances.

Speaker selection is an integral part of event management, so it behooves you to ensure that each presentation is successful. Advance planning may include arranging transportation, collecting speaker bios, and locating and securing necessary equipment.

Excel PDF Word. Wedding planners can use this template to keep track of all the vendors they plan to work with or are supplying bids. There are sections to include contact information, contract status, costs, and services provided.

You can also include a rating score based on your experience of working with a vendor, professional reviews, or comparison with their competitors.

Simply post this template at the event to quickly collect names, contact information, and any other details you might need such as affiliation with the event , or add a space where volunteers can sign up for specific tasks. Simply adjust the column labels to include the information you are seeking.

To ensure that all attendees are present at a conference or training event, have them add their signatures to this sign-in sheet.

At the top of the template there is room for conference details so that the sheet can tracked and filed easily. You can modify this basic form and use it to collect attendance details at any type of event. This template includes columns for setup and cleanup so that volunteers can plan ahead for these duties.

The planning process may begin with a brainstorming session as you consider the purpose of your event, what you hope to accomplish, and what resources are available. Being concise - perhaps even limiting your event plan to one page - can encourage clarity and make you more likely to follow it.

Keeping a plan short may be especially useful if you are creating an event template that other members of your organization will use to arrange future events.

Having a clear protocol to follow will make it easier to maintain standards and requirements as team members and event details fluctuate. As you think about how to craft an event that will meet your objectives, here are a few things to keep in mind and include in your plan:.

Once an event ends, the purpose of event management is to collect and evaluate key metrics. Whether you measure ticket sales and attendance, solicit feedback from participants, or conduct a performance review of the entire planning and event process, performing an evaluation can help you understand what was successful and what needs improvement.

This type of information is critical data that you can use to inform decisions about future events. Empower your people to go above and beyond with a flexible platform designed to match the needs of your team — and adapt as those needs change. The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done.

Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed. Try Smartsheet for free, today.

Get started for free. Get free templates. Breadcrumb Content Center Managing Work Marketing management. Create an Outstanding Experience with Free Event Planning Templates Try Smartsheet for Free.

Get a Free Smartsheet Demo. By Joe Weller October 4, updated December 29, Share on Facebook Share on Twitter Share on LinkedIn Copy link. Link copied. In this article. Event Planning Templates Event Planner Template. Event Budget Templates Conference Budget Template - Excel. Event Venue and Vendor Templates Food Vendor Application Template.

Sign-Up and Attendance Templates Event Sign-Up Sheet Template. What to Include in a Strategic Event Plan The planning process may begin with a brainstorming session as you consider the purpose of your event, what you hope to accomplish, and what resources are available.

Do you want to accomplish a specific goal such as fundraising or education? Maybe you want your event to meet several objectives, such as launching a product, increasing brand awareness, and boosting sales. Keeping the purpose of the event in mind can help you develop an effective strategy for meeting those objectives.

Find discount wedding supplies, cheap party supplies and sales on special event supplies Free Catalog · Gift Cards · Oriental Trading Coupons · Email Sign-Up Floral Walls & Kits · Curtain Roll-up Floral Walls · Grid Style Floral Walls · Oasis Floral Supplies · Floral Foam · Oasis Floral Foam Blocks and Bricks Event software, if necessary. Catering. Printing costs for marketing materials or invitations. Entertainment. Promotional items and products. Marketing: Free event supplies

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You can use this event evaluation for any type of event, and can customize it for internal team members or event attendees. Once you determine the information you want to collect, including which aspects of the event or planning process you want to review, simply customize the form to meet your needs.

This template provides a calendar format with an adjacent column for listing events. The calendar displays all 12 months of the year on a single Excel sheet, making it easy to scan through months, plan ahead, and quickly view the events listed in the corresponding column.

Each month is also color-coded with alternating hues for easy viewing. A budget is an important conference management tool that planners use to identify expenses and resource requirements, inform event decisions, and support an overall plan.

Use this template to estimate projected costs and track actual expenses. Comparing your projections with actual costs can help to create more accurate estimations for future conferences. This event budget template itemizes expenses in a spreadsheet format and also represents data as visual charts.

You can use this format to quickly identify which costs are using the largest percentage of the budget. For example, you might discover that certain costs, such as event programming, food service, advertising, and venue rentals are the biggest expenses.

The template includes a section for comments where you can jot down brainstorming notes or share messages with your event team.

Organize your party planning and track your budget with this template. It includes a summary of expenses and total costs, and a pie chart that both divides costs into categories and provides a detailed breakdown of expenses for each.

Cells are pre-populated with common costs, such as equipment rentals or security and cleaning services; however, you can easily edit the fields to suit your requirements.

This budget planner separates wedding costs into categories including apparel, decorations, reception, and photography. On the template, these categories are broken down into more detailed lists of expenses - this allows you to account for both large and small items, determine which categories are most costly, and ensure that the wedding stays within budget.

Collect information from each vendor, including contact details, goods or services they offer, and permits. You can also add rules and regulations that each vendor must agree to in order to participate in the event.

Use this checklist template to inspect venues and determine whether they meet the requirements for your event. Items to check include fees, venue capacity, parking, audiovisual options, and more. Following a checklist can help you identify potential issues and provide a quick comparison between venue options.

This catering checklist template offers an easy way to interview caterers. While some venues may include catering with their services, you will still need to provide the vendor with event details and make sure you understand their policies.

Organize all of the details about your speakers or event entertainment, including audiovisual and other equipment requirements for presentations or performances.

Speaker selection is an integral part of event management, so it behooves you to ensure that each presentation is successful.

Advance planning may include arranging transportation, collecting speaker bios, and locating and securing necessary equipment. Excel PDF Word. Wedding planners can use this template to keep track of all the vendors they plan to work with or are supplying bids.

There are sections to include contact information, contract status, costs, and services provided. You can also include a rating score based on your experience of working with a vendor, professional reviews, or comparison with their competitors. Simply post this template at the event to quickly collect names, contact information, and any other details you might need such as affiliation with the event , or add a space where volunteers can sign up for specific tasks.

Simply adjust the column labels to include the information you are seeking. To ensure that all attendees are present at a conference or training event, have them add their signatures to this sign-in sheet. At the top of the template there is room for conference details so that the sheet can tracked and filed easily.

You can modify this basic form and use it to collect attendance details at any type of event. This template includes columns for setup and cleanup so that volunteers can plan ahead for these duties.

The planning process may begin with a brainstorming session as you consider the purpose of your event, what you hope to accomplish, and what resources are available.

Being concise - perhaps even limiting your event plan to one page - can encourage clarity and make you more likely to follow it. Keeping a plan short may be especially useful if you are creating an event template that other members of your organization will use to arrange future events.

Having a clear protocol to follow will make it easier to maintain standards and requirements as team members and event details fluctuate. As you think about how to craft an event that will meet your objectives, here are a few things to keep in mind and include in your plan:. Once an event ends, the purpose of event management is to collect and evaluate key metrics.

Whether you measure ticket sales and attendance, solicit feedback from participants, or conduct a performance review of the entire planning and event process, performing an evaluation can help you understand what was successful and what needs improvement.

This type of information is critical data that you can use to inform decisions about future events. Empower your people to go above and beyond with a flexible platform designed to match the needs of your team — and adapt as those needs change. The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done.

Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed.

Try Smartsheet for free, today. Get started for free. Get free templates. Some of the links on the pages of this website are affiliate links. If you decide to click on one of these links and purchase something, we will receive an affiliate commission. The funds we receive help to maintain the costs associated with running this website.

We are disclosing this in accordance with the Federal Trade Commission's 16 CFR, Part "Guides Concerning the Use of Endorsements and Testimonials in Advertising.

See What's New or. Find The Perfect Printables. Website Shop Info. com Studio All Rights Reserved. California Consumer Privacy Act CCPA Printable-Party.

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