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How to use this template

This is an event plan used to break down all the activiti


an eye on your budget and to make sure your teammate
have a successful and smooth event.

Recommendations
List all items that need to be accounted
Budget your finances and identify areas where y
column to track whether you are over or
To make the most out of your event plan,
Event Timeline updates as any actions on the tasks are
colour key to identify delays, important d
Enter all the major dates in the lead-up t
Key Dates
vendors or bump-in and bump-out days.

Need more info?


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all the activities into timelines, resources and responsibilities. This will also h
your teammates are all on the same page. Use this plan to manage your time to

o be accounted for in your budget in the "Estimate" column. This will enable you to k
y areas where you can minimise spending. You can then enter your actual costs into
you are over or under spending to your estimate.
your event plan, ensure this is updated daily. If this is shared with your team, they ne
n the tasks are taken. Use the drop down in "status" to change what status your tas
ays, important dates and public holidays.
in the lead-up to your event. This could be speaker briefings, deadlines for contract
bump-out days.
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ies. This will also help you to keep
manage your time to ensure you

will enable you to keep track of


ur actual costs into the "Actual"

h your team, they need to be making


what status your task is up to. Use the

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Event Bu

Venue
Location hire fee
AV rental
Security

Catering
Food
Beverage
Staff

Décor
Furniture hire
Linens
Crockery
Props
Signage

Event programming
Speakers
Performers
Videographer
Photographer

Travel/Accommodation
Flights
Transfer
Accommodation

Attendee services
Charging station
Giveaways
Storage
Nametags

Communication
Mobile App
Flyers

Marketing
Email marketing
Surveys
Design

Social Media
LinkedIn
Facebook
Twitter
Instagram
Sponsorship
Sponsorship
Complimentary passes
Permits
Insurance

Other
Event Budget

Estimated total Actual total


$ - $ -

Estimated subtotal Actual subtotal


$ - $ -

$ - $ -

$ - $ -

$ - $ -
$ - $ -

$ - $ -

$ - $ -

$ - $ -

$ - $ -
$ - $ -

$ - $ -
Over/Under spend
$ -

Over/Under spend
$ -

$ -

$ -

$ -
$ -

$ -

$ -

$ -

$ -
$ -

$ -
Event Timelin

Expected Time
Event Day
Public Holidays

Due Date Task Status


Complete
Timeline

M T
Owner Comments 3-Jul-17 4-Jul-17
JULY 2017
W TH F M T W TH F
5-Jul-17 6-Jul-17 7-Jul-17 10-Jul-17 11-Jul-17 12-Jul-17 13-Jul-17 14-Jul-17
JULY 2017
M T W TH F M T W
17-Jul-17 18-Jul-17 19-Jul-17 20-Jul-17 21-Jul-17 24-Jul-17 25-Jul-17 26-Jul-17
TH F M T W TH F
27-Jul-17 28-Jul-17 31-Jul-17 1-Aug-17 2-Aug-17 3-Aug-17 4-Aug-17
AUGUST 2017
M T W TH F M T
7-Aug-17 8-Aug-17 9-Aug-17 10-Aug-17 11-Aug-17 14-Aug-17 15-Aug-17
Picnic Day (NT)
AUGUST 2017
W TH F M T W TH F
16-Aug-17 17-Aug-17 18-Aug-17 21-Aug-17 22-Aug-17 23-Aug-17 24-Aug-17 25-Aug-17
M T W TH F M T W
28-Aug-17 29-Aug-17 30-Aug-17 31-Aug-17 1-Sep-17 4-Sep-17 5-Sep-17 6-Sep-17
SEPTEMBER 2017
TH F M T W TH F M
7-Sep-17 8-Sep-17 11-Sep-17 12-Sep-17 13-Sep-17 14-Sep-17 15-Sep-17 18-Sep-17
EMBER 2017
T W TH F M T W
19-Sep-17 20-Sep-17 21-Sep-17 22-Sep-17 25-Sep-17 26-Sep-17 27-Sep-17
Queen's Birthday (WA)
TH F M T
28-Sep-17 29-Sep-17 2-Oct-17 3-Oct-17
Labour Day (NSW, ACT, SA), Queen's Birthday (QLD)
OCTOBE
W TH F M T W TH
4-Oct-17 5-Oct-17 6-Oct-17 9-Oct-17 10-Oct-17 11-Oct-17 12-Oct-17
OCTOBER 2017
F M T W TH F M T
13-Oct-17 16-Oct-17 17-Oct-17 18-Oct-17 19-Oct-17 20-Oct-17 23-Oct-17 24-Oct-17
W TH F M T W TH F
25-Oct-17 26-Oct-17 27-Oct-17 30-Oct-17 31-Oct-17 1-Nov-17 2-Nov-17 3-Nov-17
M T W TH F M T
6-Nov-17 7-Nov-17 8-Nov-17 9-Nov-17 10-Nov-17 13-Nov-17 14-Nov-17
Melbourne Cup (VIC)
NOVEMBER 2017
W TH F M T W TH F
15-Nov-17 16-Nov-17 17-Nov-17 20-Nov-17 21-Nov-17 22-Nov-17 23-Nov-17 24-Nov-17
M T W TH F M T W
27-Nov-17 28-Nov-17 29-Nov-17 30-Nov-17 1-Dec-17 4-Dec-17 5-Dec-17 6-Dec-17
DECEMBER 2017
TH F M T W TH F M
7-Dec-17 8-Dec-17 11-Dec-17 12-Dec-17 13-Dec-17 14-Dec-17 15-Dec-17 18-Dec-17
BER 2017
T W TH F M T W TH
19-Dec-17 20-Dec-17 21-Dec-17 22-Dec-17 25-Dec-17 26-Dec-17 27-Dec-17 28-Dec-17
Christmas Da Boxing Day
F M T W TH F M T
29-Dec-17 1-Jan-18 2-Jan-18 3-Jan-18 4-Jan-18 5-Jan-18 8-Jan-18 9-Jan-18
New Year's Day
JANUARY 2018
W TH F M T W TH F
10-Jan-18 11-Jan-18 12-Jan-18 15-Jan-18 16-Jan-18 17-Jan-18 18-Jan-18 19-Jan-18
M T W TH F M T W
22-Jan-18 23-Jan-18 24-Jan-18 25-Jan-18 26-Jan-18 29-Jan-18 30-Jan-18 31-Jan-18
Australia Day
TH F M T W TH F M
1-Feb-18 2-Feb-18 5-Feb-18 6-Feb-18 7-Feb-18 8-Feb-18 9-Feb-18 12-Feb-18
FEBRUARY 2018
T W TH F M T W TH
13-Feb-18 14-Feb-18 15-Feb-18 16-Feb-18 19-Feb-18 20-Feb-18 21-Feb-18 22-Feb-18
F M T W TH F M T
23-Feb-18 26-Feb-18 27-Feb-18 28-Feb-18 1-Mar-18 2-Mar-18 5-Mar-18 6-Mar-18
Labour Day (WA)
MARCH 201
W TH F M T W
7-Mar-18 8-Mar-18 9-Mar-18 12-Mar-18 13-Mar-18 14-Mar-18
Labour Day (VIC), Adelaide Cup (SA)
MARCH 2018
TH F M T W TH F M
15-Mar-18 16-Mar-18 19-Mar-18 20-Mar-18 21-Mar-18 22-Mar-18 23-Mar-18 26-Mar-18
T W TH F M T W TH
27-Mar-18 28-Mar-18 29-Mar-18 30-Mar-18 2-Apr-18 3-Apr-18 4-Apr-18 5-Apr-18
Good FridayEaster Monday
APRIL 2018
F M T W TH F M T
6-Apr-18 9-Apr-18 10-Apr-18 11-Apr-18 12-Apr-18 13-Apr-18 16-Apr-18 17-Apr-18
W TH F M T W TH F
18-Apr-18 19-Apr-18 20-Apr-18 23-Apr-18 24-Apr-18 25-Apr-18 26-Apr-18 27-Apr-18
M T W TH F M T W
30-Apr-18 1-May-18 2-May-18 3-May-18 4-May-18 7-May-18 8-May-18 9-May-18
May Day (NT, QLD)
MAY 2018
TH F M T W TH F M
10-May-18 11-May-18 14-May-18 15-May-18 16-May-18 17-May-18 18-May-18 21-May-18
T W TH F M T W TH
### ### ### ### ### ### ### 31-May-18
F M T W TH F
1-Jun-18 4-Jun-18 5-Jun-18 6-Jun-18 7-Jun-18 8-Jun-18
Western Australia Day (WA)
JUNE 2018
M T W TH F M
11-Jun-18 12-Jun-18 13-Jun-18 14-Jun-18 15-Jun-18 18-Jun-18
Queen's Birthday (all except QLD, WA)
T W TH F M T W T
19-Jun-18 20-Jun-18 21-Jun-18 22-Jun-18 25-Jun-18 26-Jun-18 27-Jun-18 28-Jun-18
F
29-Jun-18
January

Q1
Add event Name & Date

Holidays

Industry Events

Product Launches
Corporate
Announcements

Company Goals

Budget

Other
Key Dates This

February March April

Q1 Q2
e & Date
Dates This Year

May June July

Q2 Q3
August September October

Q3 Q4
November December

Q4
Event timeline status
Pending
Complete
Not started
In progress
Aborted

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