Event Planning Protocol

1. Event Concept and Objectives

• Purpose: Fundraising for local animal shelters.

• Theme: "Paws & Claws Gala" – An elegant evening to support animal welfare.

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2. Planning Team

Role	Name	Responsibilities	Contact Information
Event Coordinator	[Your Name]	Oversee all event details	[Your Email]
Marketing Manager	James Lee	Handle promotions and advertising	james@email.com
Logistics Manager	Emily Carter	Manage venue setup and vendor coordination	emily@email.com

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3. Budgeting

Estimate Costs:

• Venue Rental: $5,000

• Catering: $4,000

• Entertainment: $2,000

• Decorations: $1,500

• Miscellaneous: $500

• Financial Approval: Budget approved by the Board of Directors on August 10, 2050.

Monitor Expenditures:

Expense Category	Estimated Cost	Actual Cost	Notes
Venue Rental	$5,000	$5,000	Paid in full on August 12, 2050.
Catering	$4,000	$4,200	Additional charges for special menu.
Entertainment	$2,000	$2,000	Deposit paid on August 15, 2050.
Decorations	$1,500	$1,400
Miscellaneous	$500	$450
Total	$13,000	$13,050

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4. Venue Selection

• Location: Grand Ballroom, City Center Hotel, 123 Main St, Cityville.

• Accessibility: Venue is wheelchair accessible and has designated parking.

• Booking: Reservation confirmed with a signed contract on August 8, 2050.

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5. Date and Time

• Select Date: September 15, 2050.

• Time of Day: 6:00 PM – 10:00 PM.

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6. Guest List and Invitations

Create Guest List:

• VIPs: Mayor Jane Smith, local business leaders.

• Sponsors: Animal Rescue Inc., PetCare Solutions.

• General Guests: 200 supporters.

• Send Invitations: Invitations designed and sent via email and mail on August 20, 2050.

Track Responses:

Guest Name	RSVP Status	Notes
Mayor Jane Smith	Attending
Mr. John Doe	Not Attending
Animal Rescue Inc.	Attending	5 representatives attending.

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7. Catering and Refreshments

• Menu Planning: Three-course meal with vegetarian and gluten-free options.

• Vendor Selection: Bella’s Catering, confirmed on August 12, 2050.

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8. Entertainment and Activities

• Select Entertainment: Jazz band "City Swingers," hired for the evening.

• Plan Activities: Silent auction featuring pet-related items and services.

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9. Marketing and Promotion

• Develop Marketing Plan: Social media campaigns, local press releases, and event flyers distributed.

• Design Materials: Flyers designed and printed by August 18, 2050.

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10. Logistics and Setup

• Event Layout: Seating for 200, stage for entertainment, auction tables.

• Technical Requirements: Audio/visual equipment, microphones, and lighting arranged with Tech Masters.

• Setup Schedule:

Task	Responsible Person	Deadline	Status
Venue Layout Planning	Emily Carter	September 14, 2050	Not Started
Technical Setup	Tech Masters	September 14, 2050	Confirmed
Decoration Setup	Volunteers	September 14, 2050	Scheduled
Final Checks	Sarah Thompson	September 15, 2050	Not Started

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11. On-the-Day Coordination

• Team Briefing: Briefing at 4:00 PM on September 15, 2050.

• Guest Management: Registration desk setup to handle check-ins.

• Issue Resolution: On-site team to handle any issues promptly.

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12. Post-Event Activities

• Feedback Collection: Distribute feedback forms to guests.

• Thank You Notes: Send thank you notes to guests and sponsors by September 20, 2050.

• Debrief Meeting: Schedule debrief meeting for September 22, 2050.

• Final Report: Prepare and distribute final report by September 25, 2050.

Feedback Source	Feedback Summary	Action Items
Guest Feedback Forms	Positive response to entertainment, suggestions for food.	Improve catering options.
Sponsor Feedback	Appreciation for event organization.	Follow up on sponsorship terms.

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13. Documentation and Follow-Up

• Document Learnings: Record key takeaways and improvements for future events.

• Archival: Store contracts, invoices, and feedback forms in the event file.

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