EVENT BRIEF =========== Disclaimer — not legal advice. This template is provided free of charge, as is and with no warranty of any kind, and using it creates no attorney-client relationship. It is jurisdiction-neutral: you are responsible for adapting it, for your own legal and tax compliance, and for having a qualified professional in your jurisdiction review it before you rely on it. Full terms: https://trycolo.co/terms-of-use Event name: [EVENT NAME] | Client / host: [ORGANIZATION] | Date: [DATE] | Version: [v1] Event planner: [YOUR BUSINESS NAME], [EMAIL] Main client contact: [NAME], [PHONE], [EMAIL] 1. Event overview ----------------- Question | Answer --------------------------- | ----------------------------------------------------------------------------------------- Event type | [e.g. product launch / conference / team offsite / gala / workshop / private celebration] Why this event is happening | [e.g. launch [PRODUCT] to [N] key customers and press] Preferred date(s) | First choice: [DATE] Second: [DATE] Fixed? [ ] Yes [ ] No Start and end time | [TIME] to [TIME] Format | [ ] In person [ ] Hybrid [ ] Online Recurring event? | [ ] First time [ ] Annual — last year's notes: [LINK] 2. Objectives and success measures ---------------------------------- Objective | How we will measure it --------------------------------------------- | ---------------------------------------------- [e.g. generate qualified sales conversations] | [e.g. [N] meetings booked within 2 weeks] [e.g. strengthen team relationships] | [e.g. post-event survey score above [N] of 10] [e.g. media coverage] | [e.g. [N] articles or posts] 3. Audience ----------- - Who attends: [e.g. customers, partners, staff, press, families] - Guest count: minimum [N], expected [N], maximum [N] - How guests are invited and registered: [INVITATION METHOD], RSVP deadline [DATE] - What guests expect: [e.g. a short program, good food, time to network, no long speeches] - VIPs and speakers: [NAMES / ROLES AND SPECIAL NEEDS] 4. Venue requirements --------------------- Requirement | Detail ------------------- | ----------------------------------------------------------------------------------- Location / area | [CITY, NEIGHBORHOOD, MAX TRAVEL TIME FROM [POINT]] Capacity and layout | [e.g. theater seating for [N], then standing reception for [N]] Spaces needed | [Main room, breakout rooms ([N]), green room, cloakroom, quiet room] Indoor / outdoor | [ ] Indoor [ ] Outdoor [ ] Both, with weather backup Accessibility | Step-free access, accessible restrooms, [HEARING LOOP / CAPTIONING / SEATING NEEDS] Technical | [Stage, screens, projectors, microphones ([N]), livestream, Wi-Fi for [N] devices] Catering | [ ] In-house only [ ] External caterer allowed Other | [Parking, public transport, load-in access, noise limits, curfew] 5. Budget --------- Total budget: [CURRENCY] [AMOUNT] | Includes planner fee? [ ] Yes [ ] No Category | Allocation | Included in total? ----------------------------------- | ------------------- | ------------------ Venue hire | [CURRENCY] [AMOUNT] | [ ] Yes [ ] No Catering and drinks | [CURRENCY] [AMOUNT] | [ ] Yes [ ] No AV and production | [CURRENCY] [AMOUNT] | [ ] Yes [ ] No Decor, signage and printing | [CURRENCY] [AMOUNT] | [ ] Yes [ ] No Entertainment and speakers | [CURRENCY] [AMOUNT] | [ ] Yes [ ] No Photography / video | [CURRENCY] [AMOUNT] | [ ] Yes [ ] No Travel, transport and accommodation | [CURRENCY] [AMOUNT] | [ ] Yes [ ] No Guest gifts | [CURRENCY] [AMOUNT] | [ ] Yes [ ] No Staff, security and insurance | [CURRENCY] [AMOUNT] | [ ] Yes [ ] No Contingency ([10-15]%) | [CURRENCY] [AMOUNT] | Yes 6. Program outline (draft run of show) -------------------------------------- Time | Segment | Owner | Notes ------ | ------------------------------ | --------- | ------------------- [TIME] | Guest arrival and registration | [WHO] | Welcome drink [TIME] | Opening remarks | [SPEAKER] | [N] minutes [TIME] | [MAIN SEGMENT] | [WHO] | [NOTES] [TIME] | Meal / networking | [CATERER] | [SERVICE STYLE] [TIME] | [SEGMENT] | [WHO] | [NOTES] [TIME] | Close and departures | [WHO] | Transport at [TIME] 7. Decision-makers ------------------ Area | Decides | Consulted ---------------------------- | ------- | --------- Budget and contracts | [NAME] | [NAMES] Guest list and invitations | [NAME] | [NAMES] Program and speakers | [NAME] | [NAMES] Brand, signage and materials | [NAME] | [NAMES] Food and drink | [NAME] | [NAMES] On the day | [NAME] | Planner 8. Vendors ---------- Vendor type | Needed? | Client preference or existing supplier -------------------- | --------------- | -------------------------------------- Catering | [ ] Yes [ ] No | [NAME / NONE] AV / production | [ ] Yes [ ] No | [NAME / NONE] Decor and florals | [ ] Yes [ ] No | [NAME / NONE] Photography / video | [ ] Yes [ ] No | [NAME / NONE] Entertainment | [ ] Yes [ ] No | [NAME / NONE] Transport | [ ] Yes [ ] No | [NAME / NONE] Security / first aid | [ ] Yes [ ] No | [NAME / NONE] 9. Guest needs -------------- - Dietary requirements collected via: [REGISTRATION FORM / RSVP], final numbers to caterer by [DATE] - Accessibility requests collected via: [METHOD], reviewed by [NAME] - Travel and accommodation: [ ] Not needed [ ] Room block for [N] guests at [HOTEL / AREA] - Children, plus-ones, dress code: [DETAILS] 10. Risks and contingencies --------------------------- Risk | Plan | Decision by | Decision time --------------------------- | --------------------------------- | ----------- | ---------------- Bad weather (outdoor parts) | [INDOOR BACKUP / MARQUEE] | [NAME] | [N] hours before Speaker cancels | [BACKUP SPEAKER / PANEL FORMAT] | [NAME] | As soon as known Low turnout | [REDUCE CATERING NUMBERS BY DATE] | [NAME] | [DATE] Over capacity | [WAITLIST / OVERFLOW AREA] | [NAME] | [DATE] Medical or safety incident | [FIRST AID, VENUE PROCEDURE] | [NAME] | On the day 11. Key dates ------------- Milestone | Date ------------------- | ------ Brief approved | [DATE] Venue confirmed | [DATE] Invitations sent | [DATE] Final guest numbers | [DATE] Final run of show | [DATE] Event day | [DATE] Post-event review | [DATE] Brief approved by: ____________________ Name: [CLIENT DECISION-MAKER] Date: [DATE] ------------------------------------------------------------ How to use this template 1. Fill in sections 1 to 5 with the client before contacting any venues. 2. Confirm section 7 in writing; it settles most later disagreements. 3. Turn section 6 into the full run of show once the venue and vendors are booked. 4. Keep the brief updated and re-share the latest version after each major decision. Template provided by Colo (trycolo.co). Not legal advice — review with a qualified professional in your jurisdiction.