Template:PT Event planning: Difference between revisions

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|-
|-
!Date / time:
!Date / time:
|mm/dd/yyyy - 0:00 p.m.
|mm/dd/yyyy, 0:00 p.m.
|-
|-
!Organizer:
!Organizer:
|Department, organization or company
|department, organization or company
|-
|-
!Person responsible:
!Person responsible:
Line 17: Line 17:
|-
|-
!Venue:
!Venue:
|location of event
|location of the event
|-
|-
!Venue contact:
!Venue contact:
|name of contact
|name and phone number
|-
|-
!Status:
!Status:
Line 27: Line 27:
</div>
</div>
</div>
</div>
==Initial planning phase==
== 🎯 Goal and target group ==
Why does this event take place, and who should attend? Name a measurable goal – it makes the review at the end much easier.
 
*'''Goal:''' e.g. 80 registrations, 50 participants on site
*'''Target group:''' who do we invite?
*'''Format:''' on site / hybrid / online
 
{{Textbox|boxtype=tip|header=Working with this checklist|text=Tick a task as soon as it is started or finished. Delete rows you do not need and add your own – the tables are sortable by every column.|icon=yes}}
 
== 💡 Concept phase ==
{| class="wikitable sortable" style="width:100%;"
{| class="wikitable sortable" style="width:100%;"
! style="width:200px;" |Task
! style="width:220px;" |Task
!Owner
!Owner
! style="vertical-align:middle;text-align:center;width:120px;" |Deadline
! style="vertical-align:middle;text-align:center;width:120px;" |Deadline
Line 36: Line 45:
!Notes
!Notes
|-
|-
| style="width:200px;" |Set goals, collect ideas
| style="width:220px;" |Set goals, collect ideas
|
|
| style="vertical-align:middle;text-align:center;width:120px;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;width:100px;" | x
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|
|-
|-
| style="width:200px;" |Approve budget
| style="width:220px;" |Approve budget
|
|
| style="vertical-align:middle;text-align:center;width:120px;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;" |x
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|
|-
|-
| style="width:200px;" |Assemble guest lists
| style="width:220px;" |Assemble guest list
|
|
| style="vertical-align:middle;text-align:center;width:120px;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|
|-
|-
|Assemble speakers list
| style="width:220px;" |Assemble speaker list
|
|
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|
|-
|-
| style="width:200px;" |Book venue
| style="width:220px;" |Book venue
|
|
| style="vertical-align:middle;text-align:center;width:120px;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|
|-
|-
| style="width:200px;" |Select menu
| style="width:220px;" |Select menu
|
|
| style="vertical-align:middle;text-align:center;width:120px;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|
|-
|-
| style="width:200px;" |Contract suppliers
| style="width:220px;" |Contract suppliers
|
|
| style="vertical-align:middle;text-align:center;width:120px;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|
|}
|}


===Notes ===
=== Notes ===
Provide some details if necessary.
Open questions, agreements and decisions of this phase.


==Before the event==
== 📣 Before the event ==
{| class="wikitable sortable" style="width:100%;"
{| class="wikitable sortable" style="width:100%;"
! style="width:200px;" |Task
! style="width:220px;" |Task
!Owner
!Owner
! style="vertical-align:middle;text-align:center;width:120px;" |Deadline
! style="vertical-align:middle;text-align:center;width:120px;" |Deadline
Line 98: Line 107:
!Notes
!Notes
|-
|-
|Set up registration
| style="width:220px;" |Set up registration
|
|
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;" |x
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|
|-
|-
| style="width:200px;" |Design and distribution of invitations
| style="width:220px;" |Design and send invitations
|
|
| style="vertical-align:middle;text-align:center;width:120px;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|
|-
|-
|Communicate arrival and accommodation
| style="width:220px;" |Communicate arrival and accommodation
|
|
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|
|-
|-
| style="width:200px;" | Create materials (print / online)
| style="width:220px;" |Create materials (print / online)
|
|
| style="vertical-align:middle;text-align:center;width:120px;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|
|-
|-
| style="width:200px;" |Prepare social media campaign
| style="width:220px;" |Prepare social media campaign
|
|
| style="vertical-align:middle;text-align:center;width:120px;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|
|-
|-
|Briefing speakers
| style="width:220px;" |Brief speakers
|
|
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|
|-
|-
| style="width:200px;" | Finalize program
| style="width:220px;" |Finalize program
|
|
| style="vertical-align:middle;text-align:center;width:120px;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|
|-
|-
| style="width:200px;" |Support participants
| style="width:220px;" |Support participants
|
|
| style="vertical-align:middle;text-align:center;width:120px;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|
|}
|}


===Notes===
=== Notes ===
Provide some details if necessary.
Open questions, agreements and decisions of this phase.


==During the event ==
== 🎪 During the event ==
{| class="wikitable sortable" style="width:100%;"
{| class="wikitable sortable" style="width:100%;"
! style="width:200px;" |Task
! style="width:220px;" |Task
!Owner
!Owner
! style="vertical-align:middle;text-align:center;width:120px;" |Deadline
! style="vertical-align:middle;text-align:center;width:120px;" |Deadline
Line 167: Line 176:
!Notes
!Notes
|-
|-
| style="width:200px;" |Coordinate catering, equipment, etc.
| style="width:220px;" |Coordinate catering, equipment, etc.
|
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|-
| style="width:220px;" |Manage set-up
|
|
| style="vertical-align:middle;text-align:center;width:120px;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;width:100px;" |x
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|
|-
|-
| style="width:200px;" |Manage set up
| style="width:220px;" |Set up registration desk
|
|
| style="vertical-align:middle;text-align:center;width:120px;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|
|-
|-
| style="width:200px;" |Setup registration desk
| style="width:220px;" |Share wifi and password
|
|
| style="vertical-align:middle;text-align:center;width:120px;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|
|-
|-
| style="width:200px;" |Share wifi and password
| style="width:220px;" |Support participants
|
|
| style="vertical-align:middle;text-align:center;width:120px;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|
|-
|-
| style="width:200px;" |Support participants
| style="width:220px;" |Document the event (photos, recordings)
|
|
| style="vertical-align:middle;text-align:center;width:120px;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|
|}
|}


===Notes===
=== Notes ===
Provide some details if necessary.
Who is on site when – and who can be reached in case of problems?


==After the event==
== 🏁 After the event ==
{| class="wikitable sortable" style="width:100%;"
{| class="wikitable sortable" style="width:100%;"
! style="width:200px;" |Task
! style="width:220px;" |Task
! style="vertical-align:middle;text-align:center;" |Owner
!Owner
! style="vertical-align:middle;text-align:center;width:120px;" |Deadline
! style="vertical-align:middle;text-align:center;width:120px;" |Deadline
! style="vertical-align:middle;text-align:center;width:100px;" |Started
! style="vertical-align:middle;text-align:center;width:100px;" |Started
Line 215: Line 231:
!Notes
!Notes
|-
|-
| style="width:200px;" |Clean up site
| style="width:220px;" |Clean up site
|
|
| style="vertical-align:middle;text-align:center;width:120px;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|
|-
|-
| style="width:200px;" |Wrap up venue tasks
| style="width:220px;" |Wrap up venue tasks
|
|
| style="vertical-align:middle;text-align:center;width:120px;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;width:100px;" |x
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|
|-
|-
| style="width:200px;" |Follow up with participants
| style="width:220px;" |Check invoices against budget
|
|
| style="vertical-align:middle;text-align:center;width:120px;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;width:100px;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|
|-
|-
|Distribute event records (videos, presentations, scripts)
| style="width:220px;" |Follow up with participants
|
|
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;" |
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|-
| style="width:220px;" |Distribute event records (videos, presentations, scripts)
|
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|
|-
|-
|Post-mortem analysis
| style="width:220px;" |Post-mortem analysis
|
|
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;" |mm/dd
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
| style="vertical-align:middle;text-align:center;" |<bs:checkbox checked="false" />
|
|}
=== Notes ===
Open items that still have to be closed after the event.
== 💶 Budget ==
{| class="wikitable" style="width:100%;"
!Item
! style="vertical-align:middle;text-align:center;width:150px;" |Planned
! style="vertical-align:middle;text-align:center;width:150px;" |Actual
!Notes
|-
|Venue, technology, catering ...
| style="vertical-align:middle;text-align:center;" |0.00 EUR
| style="vertical-align:middle;text-align:center;" |0.00 EUR
|
|-
|..
| style="vertical-align:middle;text-align:center;" |
| style="vertical-align:middle;text-align:center;" |
| style="vertical-align:middle;text-align:center;" |
| style="vertical-align:middle;text-align:center;" |
Line 251: Line 295:
|}
|}


===Notes===
== 🔍 Review ==
Provide some details if necessary.
Fill in this section right after the event, while everything is still fresh.
 
*'''What worked well:'''
*'''What we do differently next time:'''
*'''Goal reached?''' compare with the goal named at the top

Latest revision as of 04:57, 3 November 2026

Date / time: mm/dd/yyyy, 0:00 p.m.
Organizer: department, organization or company
Person responsible: username
Venue: location of the event
Venue contact: name and phone number
Status: open / closed

🎯 Goal and target group

Why does this event take place, and who should attend? Name a measurable goal – it makes the review at the end much easier.

  • Goal: e.g. 80 registrations, 50 participants on site
  • Target group: who do we invite?
  • Format: on site / hybrid / online
Working with this checklistTick a task as soon as it is started or finished. Delete rows you do not need and add your own – the tables are sortable by every column.

💡 Concept phase

Task Owner Deadline Started Finished Notes
Set goals, collect ideas mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />
Approve budget mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />
Assemble guest list mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />
Assemble speaker list mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />
Book venue mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />
Select menu mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />
Contract suppliers mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />

Notes

Open questions, agreements and decisions of this phase.

📣 Before the event

Task Owner Deadline Started Finished Notes
Set up registration mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />
Design and send invitations mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />
Communicate arrival and accommodation mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />
Create materials (print / online) mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />
Prepare social media campaign mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />
Brief speakers mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />
Finalize program mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />
Support participants mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />

Notes

Open questions, agreements and decisions of this phase.

🎪 During the event

Task Owner Deadline Started Finished Notes
Coordinate catering, equipment, etc. mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />
Manage set-up mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />
Set up registration desk mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />
Share wifi and password mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />
Support participants mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />
Document the event (photos, recordings) mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />

Notes

Who is on site when – and who can be reached in case of problems?

🏁 After the event

Task Owner Deadline Started Finished Notes
Clean up site mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />
Wrap up venue tasks mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />
Check invoices against budget mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />
Follow up with participants mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />
Distribute event records (videos, presentations, scripts) mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />
Post-mortem analysis mm/dd <bs:checkbox checked="false" /> <bs:checkbox checked="false" />

Notes

Open items that still have to be closed after the event.

💶 Budget

Item Planned Actual Notes
Venue, technology, catering ... 0.00 EUR 0.00 EUR
..

🔍 Review

Fill in this section right after the event, while everything is still fresh.

  • What worked well:
  • What we do differently next time:
  • Goal reached? compare with the goal named at the top
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