Plan Regular Events

Use this blueprint as a checklist to plan and track preparation for regular events such as team lunch, board meeting, team retreats, conference, tradeshows, company holiday party etc.

14 steps
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Process steps

1

Enter objective and catergory for event

2 days from previous step
task
Describe type, goals and details of this event:Event Name: {{event-name-1695721}} Tentative Event Date: {{tentative-event-date-1695722}}
Form fields in this step
Enter type of event
Objective of this event
Notes
2

Create event management team

1 weeks from previous step
task
Assign members to manage this event internally if required
Form fields in this step
Names of team members
Responsibilities
3

Decide event attributes

5 days from previous step
task
Enter information on resources needed for this event.
Form fields in this step
Approximate capacity
Location
Types of vendor, if required
Allocated Budget
Point of contact for event
Hotel booking required?
Notes
4

Determine program schedule and details

5 days from previous step
task
Describe the schedule of this event and who will be co-ordinating or hosting this event.Notes: {{enter-type-of-event-7643615}} {{names-of-team-members-7643636}} {{approximate-capacity-7643629}} {{location-7643633}} {{types-of-vendor-if-required-7643632}} {{allocated-budget-7643630}} {{point-of-contact-for-event-7643631}}
Form fields in this step
Who will host this event?
What material do we need to prepare for this event?
Enter sample welcome speech here:
Notes
5

Send request to vendors, if applicable

1 weeks from previous step
task
Evaluate if this event will require set up of resources from vendors
Form fields in this step
Task Checklist
6

Create event invitation

2 weeks from previous step
task
Decide if you need to have just a digital invitation or print or both. Also, finalize channel of sending event invitation.
Form fields in this step
Upload link to document
7

Design print and promotional materials if required

3 weeks from previous step
task
8

Confirm details with vendors

2 weeks from previous step
task
9

Get approval on all event details from Director/Group Head

1 weeks from previous step
task
Make sure you have approval for all event details from the Group Head.Please do not complete task until you have this approval.
Form fields in this step
Feedback/Notes
10

Publish/send invitation to attendees

1 weeks from previous step
task
Send/Post invitation for the event. Please make sure you also have a reminder sequence set up for 1 week prior and for 2 days prior to the event.
Form fields in this step
Task Checklist
11

Procure items required for the event

1 weeks from previous step
task
Confirm delivery of items required for event as per schedule
Form fields in this step
Item Details
12

Send final invoices to accounting

1 weeks from previous step
task
Forward invoices to accouting with details.
13

Perform a complete check of set up pre-event

1 weeks from previous step
task
Confirm set up has been done as per expected schedule
Form fields in this step
Notes
14

Create post-event report/write up

1 weeks from previous step
task
Form fields in this step
Upload link to document

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