Free project template
Event planning checklist with every task dated from the day you start
A seminar, launch party or conference day planned back from the date: venue, speakers, invites, the day, the follow-up.
- 6 sections
- 33 tasks
- Opens as a list
- Dated from day 1
Event: [name]
Days count from the day you start. In the app, pick a start or a finish date and each task lands on a real day.
8 weeks out
- Write the purpose, target headcount and budgetDay 1UrgentPurpose: . Headcount: . Budget (SGD): .
- Shortlist three venues and check the dateDay 3
- Book the venue and pay the depositDay 6High
- Confirm speakers or hostsDay 8
- Ask
- Send them the brief and timings
- Get their bio and photo
- Set up the registration pageDay 10
4 to 6 weeks out
- Send the invitationDay 15High
- Book cateringDay 17
- Order printing: banner, name tags, handoutsDay 19
- Book photographer or videographerDay 19
- Post about it on socialDay 21
- Check registrations against the targetDay 25
2 weeks out
- Send the reminder to registrantsDay 36
- Personal follow-up to the people you most want thereDay 37
- Write the run sheet, minute by minuteDay 38High
- Collect speaker slidesDay 39
- Confirm final numbers with the venue and catererDay 41
Event week
- Final reminder with directions and parkingDay 47
- Brief the helpers on the run sheetDay 48
- Pack the event boxDay 49
- Name tags and pens
- Laptop, clicker, adapters
- Printed guest list
- Banner
Event day
- Arrive and test the AVDay 50, 8:00Urgent
- Registration desk openDay 50, 9:00
- Collect contacts and feedback on the dayDay 50
After
- Thank-you email with slides and photosDay 51High
- Follow up the warm leads personallyDay 52High
- Pay the suppliersDay 54
- Write what worked and what to changeDay 55
About this template
Business events go wrong in the last week, and the cause is usually something decided too late eight weeks earlier. This project counts back from the event: venue and date first, then speakers and the invite, then numbers, then the run sheet, then the follow-up that makes the event worth holding.
When you apply it, pick the event day and choose finishing so every task lands the right number of days before it.
Tips from the template
- Use the Dates block with finishing on the day after the event.
- Put the headcount target and budget in the first task.
- The follow-up section is where the return comes from. Do not skip it.
How to use it in ActivityTracker
- 1Open Tasks and choose Templates.
- 2Find Business event planning and open it. You see every section and task before anything is added.
- 3Pick the day you start, or the day it has to be done by. Every date moves with it.
- 4Press Use template. Rename the project, then work down the list.
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Questions
Run it with the dates filled in.
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