Free Event Planning Summary Template
Event Planning Summary
Event Overview:
The Charity Gala Fundraiser by [Your Company Name] is an annual event aimed at raising funds for the Children’s Education Foundation. This year, we will focus on increasing awareness about our educational programs and generating support for new initiatives.
|
Date |
Time |
|---|---|
|
Saturday, September 14, 2050 |
7:00 PM – 11:00 PM |
|
Venue |
Address |
|---|---|
|
Grand Ballroom, City Convention Center |
876 Celestial Circle, Unit 88, Starlight Square, CA 12345 |
Agenda:
|
Time |
Activity |
|---|---|
|
7:00 PM |
Doors Open / Cocktail Hour |
|
7:30 PM |
Welcome and Opening Remarks |
|
8:00 PM |
Dinner Service |
|
8:45 PM |
Keynote Speech by Dr. Emily Johnson |
|
9:15 PM |
Live Auction |
|
10:00 PM |
Entertainment Performance by The Jazz Ensemble |
|
10:45 PM |
Closing Remarks and Acknowledgements |
|
11:00 PM |
Event Concludes |
Attendees:
|
Expected Attendance |
Special Guests |
|---|---|
|
200 guests |
Mayor Robert Thompson, Celebrity Chef Laura Martinez |
Budget:
|
Expense |
Amount |
|---|---|
|
Venue Rental |
$15,000 |
|
Catering |
$20,000 |
|
Entertainment |
$8,000 |
|
Marketing and Promotion |
$4,000 |
|
Miscellaneous |
$3,000 |
|
Total Budget: |
$50,000 |
Funding Sources:
|
Source |
|---|
|
Sponsorships |
|
Ticket Sales |
|
Donations |
Logistics:
|
Category |
Details |
|---|---|
|
Transportation |
Valet service provided by the venue |
|
Accommodation |
Nearby hotel blocks reserved at the Grand Metropolis Hotel |
|
Catering |
Three-course dinner by Elite Catering Services |
|
Decor |
Elegant floral arrangements and lighting by Bloom Events |
|
Audio/Visual |
Equipment and technicians provided by A/V Experts |
Roles and Responsibilities:
|
Role |
Name |
Contact |
|---|---|---|
|
Event Coordinator |
[Your Name] |
[Your Number], [Your Email] |
|
Marketing Lead |
David Chen |
david@email.com |
|
Volunteer Coordinator |
Lisa Green |
lisa@email.com |
|
Sponsorship Manager |
Michael Clark |
michael@email.com |
|
Entertainment Manager |
Rachel Adams |
rachel@email.com |
Marketing and Promotion:
|
Strategy |
Channels |
|---|---|
|
Social media campaigns |
Facebook, Instagram |
|
Email invitations |
VIPs and supporters |
|
Press release |
Local media |
|
Posters and flyers |
Offline promotion |
Risk Management:
|
Potential Risks |
Contingency Plans |
|---|---|
|
Weather conditions affecting transportation |
Backup transportation support |
|
Technical issues with A/V equipment |
Backup A/V equipment on-site |
Contact Information:
|
Role |
Name |
Contact Information |
|---|---|---|
|
Event Coordinator |
[Your Name] |
[Your Number], [Your Email] |
|
Venue Contact |
Jane Smith |
jane@email.com |
|
Catering Contact |
Elite Catering Services |
222 555 7777 |
