Top 20 Event Management Document Templates for 2024

Clearly state the name of your event.

Briefly describe the event’s purpose, target audience, and key takeaways.

Explain the rationale behind the event and any relevant context.

Define the specific goals you aim to achieve with the event.

Describe your ideal attendee profile, including demographics and interests.

Outline the event’s structure, including activities, speakers, and program flow.

Provide a preliminary timeline for the event, including key milestones and deadlines.

Specify the proposed location, set-up requirements, and any audio/visual needs.

Describe your strategy for promoting the event and attracting attendees.

Outline the estimated costs associated with different aspects of the event.

Sponsorship Opportunities

(Optional) Detail sponsorship packages and benefits for potential sponsors.

Introduce your team members and highlight their relevant experience.

Clearly state your desired outcome, whether it’s seeking approval, budget allocation, or partnership.

Include any additional supporting documents, like speaker biographies or venue floorplans.

Rental fee, security deposit, utilities

Include breakdown for different areas if applicable

Food and beverage costs, staffing, equipment rentals

Salaries, wages, overtime, contractor fees

Include any benefits or travel expenses

Printing, advertising, social media marketing

Technology & Audio/Visual

AV equipment rental, internet access, software licenses

Tables, chairs, linens, stage rentals, floral arrangements

Speakers, performers, musicians, talent fees

Transportation, hotel stays for speakers or staff (if applicable)

Event permits, liability insurance

Office supplies, gratuities, first aid kit, unexpected expenses

Allocate a buffer for unforeseen costs

Ticket sales, sponsorships, vendor fees (if applicable)

Names and contact information of the event planner and the vendor.

Event name, date, location, and a brief description.

A detailed description of the services the vendor will be providing for the event. This could include specific deliverables, labor hours, materials used, etc.

Fees and Payment Schedule

The total cost of the vendor’s services, payment schedule (including deposits and deadlines), and accepted payment methods.

Timeline for delivery of any materials or equipment, setup instructions, and who is responsible for setup and breakdown.

Requirements for both parties to hold adequate insurance coverage.

Terms for cancellation by either party, including any associated fees.

A clause outlining how unforeseen circumstances (e.g., natural disasters) will be handled.

Agreement to keep sensitive event information confidential.

How disagreements will be addressed (e.g., mediation, arbitration).

Space for both parties to sign and date the agreement.

Full name of the invited guest

Email address for communication and sending invitations

Contact phone number in case of last-minute changes

Company, organization, or relation to the guest of honor (if applicable)

Attending, Not Attending, Maybe (depending on RSVP options)

Any specific dietary needs or allergies the guest has

Are they allowed to bring a guest? (Yes/No)

Assigned table number for seated events (optional)

Any additional information relevant to the guest (optional)

Registration & Welcome Breakfast

Brief welcome address and event overview

Topic and Panelists listed

Breakout Sessions (Choose 1)

Topics listed for each room

Topic and materials required mentioned

Closing Remarks & Awards Ceremony (if applicable)

Optional Networking Event

Identifies the event organizer and the sponsor.

Specifies the name, date, location, and brief description of the event.

Defines the specific sponsorship package chosen by the sponsor, outlining the financial contribution amount.

Lists the benefits the sponsor receives in return for their contribution, such as logo placement on marketing materials, branding opportunities at the event, access to attendees, or speaking engagements.

Details the expected actions and deliverables from the sponsor, such as providing promotional materials, attending designated events, or participating in social media campaigns.

Defines the duration of the agreement and outlines the conditions under which the agreement can be terminated by either party.

Protects any sensitive information shared between the organizer and the sponsor.

Specifies the process for resolving any disagreements arising from the agreement.

Includes designated signature lines for both the event organizer and the sponsor, along with the date of signing.

Event name, date, time, location (physical/virtual/hybrid)

Who are you trying to reach? Define demographics, interests, and online behavior

What do you want to achieve? Increase brand awareness, generate leads, boost sales, etc.

Allocate funds for different marketing channels

List the channels you’ll use to reach your audience (e.g., social media, email marketing, influencer outreach, etc.)

Develop a schedule for each marketing activity leading up to the event

Define how you’ll measure the success of your marketing efforts (e.g., website traffic, social media engagement, registrations)

Outline alternative strategies in case of unforeseen circumstances

Event Name, Date, Location

List all potential hazards associated with the event (e.g., weather, fire, crowd control, foodborne illness, power outage)

Rate the likelihood of each risk occurring (e.g., High, Medium, Low)

Rate the potential impact of each risk if it occurs (e.g., Severe, Moderate, Minor)

Multiply the likelihood and impact ratings to get a risk score (e.g., High-risk scores require immediate mitigation strategies)

Develop specific actions to prevent or minimize the impact of each risk (e.g., having backup generators for power outages, hiring security for crowd control)

Assign a responsible person for implementing each mitigation strategy

Plan how you’ll monitor the effectiveness of mitigation strategies and revise the plan as needed throughout the event

Have attendees print their names clearly.

Useful for business events or conferences.

Can be used for post-event communication or surveys.

Registration Code (if applicable)

For events with unique registration codes.

If different ticket types offer different access (e.g., VIP).

It can be used for gated events or to verify identity.

Add any relevant information like dietary restrictions or special requests.

Name, contact information, title, affiliation (if applicable)

Event name, date, time, location

The specific subject the speaker will be addressing

Keynote speech, panel discussion, workshop, etc.

Details of any payment or compensation offered to the speaker

Whether the organizer will cover travel and accommodation expenses

Who is responsible for providing any necessary audio/visual equipment

Approval of Presentation Materials

If the organizer requires approval of the speaker’s presentation materials beforehand

Outlines the terms for cancellation by either party

Specifies who is liable for any damages or injuries arising from the speaker’s presentation

Full name of the volunteer

Email address and phone number

Dates and times the volunteer is available to work

Specific areas of the event the volunteer prefers to help in (e.g., registration, setup, teardown)

Any relevant skills or experience the volunteer possesses

Name and phone number of the volunteer’s emergency contact

Any other relevant details the volunteer wants to share

• Event name
• Date and time of event
• Estimated number of attendees

• Name and address of venue
• Specific rooms or areas booked

• Rental fee
• Deposit amount and due date
• Payment schedule for remaining balance

• Cancellation policy (including notice period and any associated fees)
• Access times for setup and breakdown
• Restrictions on use of the venue (e.g., noise limitations, decorations)
• Insurance requirements
• Responsibilities for security, cleaning, and waste disposal
• Catering arrangements (if applicable)
• Force majeure clause (outlining how unforeseen circumstances are handled)

• Authorized representatives from both the event organizer and venue owner
• Date of signing

How satisfied were you overall with the event?

(Very Satisfied, Satisfied, Neutral, Dissatisfied, Very Dissatisfied)

How likely are you to recommend this event to a friend or colleague? (Extremely Likely, Likely, Neutral, Unlikely, Extremely Unlikely)

Rate the quality of the event content (1 = Poor, 5 = Excellent).

Rate the helpfulness and friendliness of the event staff

(1 = Poor, 5 = Excellent).

What was your favorite part of the event?

What could we have done to improve your experience?

What topics would you like to see covered at future events?

Event name, date, location, type of event

Clearly defined goals and objectives of the event

Who was the event intended for?

List all activities, presentations, workshops, etc. conducted

Number of attendees, including breakdown by registration category (if applicable)

Total event budget compared to actual expenditure

Summarize feedback received from attendees (surveys, comments)

Key performance indicators (KPIs) to measure success (e.g., registrations, website traffic, social media engagement)

Highlight any unforeseen issues encountered during the event

Identify key takeaways and areas for improvement

Actionable suggestions for future events based on the report’s findings

Include additional materials like surveys, photos, or receipts (optional)

Faulty equipment, incorrect connections, power outage

Check cables and connections, ensure equipment is powered on and set to correct input/output channels, verify power source and troubleshoot with venue staff if necessary.

Speaker not prepared, technical difficulties, late arrivals

Have a backup presentation ready, identify a tech-savvy staff member to assist with technical glitches, have a designated greeter to manage late arrivals and adjust the schedule if needed.

Incorrect order, missing items, food safety concerns

Double-check order details with caterer, identify substitutions if necessary, maintain clear communication with caterer, prioritize guest safety and follow food handling protocols.

System malfunction, attendee data errors, long wait times

Have a backup registration system (paper forms) in place, verify attendee data beforehand, have additional staff on standby to manage registration flow.

Unruly guests, unauthorized access, medical emergencies

Train staff on de-escalation techniques, have clear security protocols for access control, have a designated point of contact for medical emergencies and collaborate with venue security personnel.

Used for confirmation and potential future communication

Dietary Restrictions (optional)

Useful for catering purposes

Accessibility Needs (optional)

Ensures an inclusive event experience

How Did You Hear About Us? (optional)

Helps gauge marketing effectiveness

Ticket Selection (if applicable)

Choose from different ticket options (e.g., VIP)

Additional Information (optional)

Capture any specific details relevant to your event

Define event goals and objectives

Select event date and location

Develop marketing strategy

Design and distribute event invitations

Arrange audio/visual equipment

Confirm speakers and finalize presentations

Create and manage guest list

Develop event schedule and run-of-show

Arrange transportation and parking

Prepare signage and décor

Coordinate with vendors and staff

Collect feedback from attendees

Evaluate event success and create post-event report

Event name, date, location, expected attendance

Identify foreseeable emergencies (fire, medical, security threats, etc.)

List key personnel and their contact information (event staff, security, medical professionals)

Define communication protocols for emergencies (internal alerts, public announcements)

Outline clear evacuation routes and assembly points

Shelter-in-Place Procedures

Detail instructions for sheltering attendees in case of hazardous materials or weather events

Basic guidelines for handling minor injuries until medical professionals arrive

Vendor Contact Information

List contact details for key vendors (security, medical, utilities)

Outline steps for assessing damage, contacting authorities, and ensuring attendee well-being

Main Entrance, Registration Area

Event Name, Logo, Sponsors

Point to restrooms, stages, specific rooms

Registration Area, Food Court

Event Schedule, Wi-Fi details, Emergency exits

Meeting Rooms, Session Halls

Room Name, Session Topic, Speaker Name

Exhibitor Booths, Registration Desks

(e.g., Tri-fold brochure)

Company Logo, Contact Information, Brief Description