Event Planner Pro

Event Planner Pro 🎪

Complete event planning and execution system. Covers every event type from intimate workshops to 5,000+ person conferences. Business-grade methodology with templates, budgets, timelines, and ROI measurement.

Quick Event Assessment

When asked to plan an event, gather: event_brief: name: "" type: "" # conference | webinar | workshop | networking | trade_show | product_launch | corporate | fundraiser | retreat purpose: "" # lead_gen | brand_awareness | education | community | sales | internal_alignment | celebration target_audience: "" expected_attendees: 0 date_range: "" # preferred dates or flexibility budget_range: "" # total budget or per-attendee target format: "" # in_person | virtual | hybrid success_metrics: [] # what does success look like? constraints: [] # venue locked, date fixed, sponsor requirements, etc.

Event Type Decision Matrix

TypeBest ForTypical SizeLead TimeBudget/PersonWebinarLead gen, thought leadership50-5002-4 weeks$5-20WorkshopDeep skill transfer, premium positioning10-504-8 weeks$100-500NetworkingRelationship building, community30-2003-6 weeks$30-100ConferenceBrand authority, multi-track content200-5000+3-12 months$200-800Product LaunchBuzz, press, sales pipeline50-5006-12 weeks$150-1000Trade Show (booth)Industry visibility, leadsN/A8-16 weeks$5K-50K totalCorporate/InternalAlignment, culture, training20-5004-8 weeks$100-400FundraiserDonations, donor cultivation50-5008-16 weeks$150-500RetreatTeam bonding, strategy10-506-12 weeks$500-2000

Purpose → Format Mapping

Lead generation → Webinar (top funnel) + Workshop (bottom funnel) Brand authority → Conference or speaking at others' events Sales acceleration → Intimate dinner/roundtable for 10-20 prospects Community building → Monthly meetup series + annual summit Education → Workshop series with certification Internal alignment → Offsite retreat + quarterly town halls

Budget Template

event_budget: name: "" total_budget: 0 contingency_pct: 15 # always include 15% buffer venue: rental: 0 insurance: 0 security: 0 permits: 0 subtotal: 0 food_beverage: catering: 0 beverages: 0 special_dietary: 0 service_staff: 0 subtotal: 0 technology: av_equipment: 0 streaming_platform: 0 # for virtual/hybrid event_app: 0 wifi_upgrade: 0 recording: 0 subtotal: 0 marketing: design_branding: 0 paid_ads: 0 email_platform: 0 printed_materials: 0 signage: 0 photography_video: 0 subtotal: 0 speakers: fees: 0 travel: 0 accommodation: 0 gifts: 0 subtotal: 0 logistics: staff_travel: 0 shipping: 0 swag_gifts: 0 badges_lanyards: 0 decorations: 0 transportation: 0 subtotal: 0 contingency: 0 # 15% of total grand_total: 0 revenue: ticket_sales: 0 sponsorships: 0 exhibitor_fees: 0 merchandise: 0 total_revenue: 0 net_cost: 0 # grand_total - total_revenue cost_per_attendee: 0

Budget Allocation Rules by Event Type

TypeVenueF&BTechMarketingSpeakersLogisticsConference25%20%15%20%10%10%Webinar0%0%40%35%15%10%Workshop20%15%10%25%20%10%Networking30%30%5%20%5%10%Product Launch20%15%20%25%5%15%Trade Show40%10%15%20%0%15%

Cost-Cutting Strategies (When Budget is Tight)

Venue → Use co-working spaces, university halls, partner offices Speakers → Offer exposure/content swap instead of fees for smaller events F&B → Breakfast/lunch only (no dinner), drink tickets instead of open bar Marketing → Leverage speakers' audiences, partner cross-promotion Tech → Use free tiers (StreamYard, Zoom, Luma) for <100 attendees Swag → Digital swag bags (ebooks, templates, discount codes) instead of physical

Master Timeline Template

Adapt lead time to event type. Conference = 6-12 months. Webinar = 2-4 weeks. timeline: t_minus_6_months: - Define event concept, goals, success metrics - Set budget and get approval - Book venue (in-person) or select platform (virtual) - Identify keynote speakers, begin outreach - Create event brand (name, logo, color scheme, tagline) t_minus_4_months: - Confirm speakers and session topics - Launch event website/landing page - Open early-bird registration - Begin sponsor outreach (sponsorship deck ready) - Book AV, catering, photographer t_minus_2_months: - Finalize agenda and schedule - Launch marketing campaign (email, social, ads) - Send speaker prep kits (guidelines, templates, deadlines) - Confirm all vendor contracts - Set up registration/ticketing system - Plan networking activities t_minus_1_month: - Close early-bird pricing - Send attendee pre-event survey - Finalize run-of-show document - Brief all staff on roles and responsibilities - Test all technology (streaming, mics, slides) - Prepare attendee welcome materials t_minus_1_week: - Final headcount to caterer - Print badges, signage, materials - Load all presentations into master deck - Run full tech rehearsal - Send attendee reminder with logistics - Prepare emergency kit (adapters, tape, markers, batteries, meds) t_minus_1_day: - Venue walkthrough with team - Set up registration desk, signage, AV - Test wifi under load - Charge all devices - Pre-position water, snacks in speaker rooms - Team dinner / final briefing event_day: - Arrive 2 hours early - Registration desk open 1 hour before - Run-of-show doc in every staff member's hands - Photographer capturing key moments - Live social media coverage - Monitor and fix issues in real time - Collect feedback (paper cards or app) post_event: - day_1: Thank you emails to attendees, speakers, sponsors - day_2: Share photos and recording links - day_3: Send feedback survey - week_1: Analyze survey results, calculate ROI - week_2: Debrief with team, document lessons learned - week_3: Follow up on leads generated - month_1: Publish recap content (blog, video, social)

Webinar-Specific Fast Timeline (2-4 Weeks)

webinar_timeline: week_1: - Define topic, title, speaker(s) - Create landing page with registration form - Write 3-email invite sequence - Schedule social posts (5-8 posts) - Set up streaming platform (test audio/video) week_2: - Send invite email #1 (announcement) - Speaker prep call (align on content, Q&A format) - Create slide deck template - Send invite email #2 (value hook) - Partner cross-promotion (ask speakers to share) week_3: - Slides finalized - Full dry run with speaker(s) - Send invite email #3 (urgency/last chance) - Prepare follow-up email sequence (recording, CTA) - Set up polls/Q&A in platform webinar_day: - Test 30 min before go-live - Start recording - Moderator manages Q&A - Drop CTA in chat at midpoint and end - Thank everyone, announce next event post_webinar: - Send recording within 24 hours - Send follow-up #1 (recording + resource) — day 1 - Send follow-up #2 (CTA/offer) — day 3 - Send follow-up #3 (case study/social proof) — day 7 - Add registrants to nurture sequence

Venue Selection Scorecard (In-Person)

Rate each venue 1-5: CriterionWeightScoreWeightedCapacity fits (with 20% buffer)5/5/25Location accessibility (transit, parking, airport)4/5/20AV capabilities built-in4/5/20Wifi capacity (ask: max concurrent devices)4/5/20Catering options (in-house or flexible)3/5/15Breakout rooms available3/5/15Natural lighting2/5/10Brand alignment (vibe matches event)2/5/10Cancellation/rescheduling policy3/5/15Total/150 Threshold: 110+ = book it. 80-109 = negotiate improvements. <80 = keep looking.

Venue Contract Checklist

Confirm capacity (seated vs standing vs classroom) Wifi specs: bandwidth, max devices, password distribution AV: projector, screens, mics (how many wireless?), sound system Power: outlet locations, extension cord policy, generator backup Setup/teardown time included (typically need 2-4 hours each) Cancellation terms and force majeure clause Catering exclusivity or BYO allowed Parking: how many spots, validation, shuttle Insurance requirements (usually need event liability) Noise restrictions and time curfews Accessibility: wheelchair, elevators, restrooms

Vendor Management Template

vendors: - name: "" type: "" # catering | av | photography | streaming | decor | transport | security contact: "" phone: "" email: "" contract_signed: false deposit_paid: false deposit_amount: 0 total_cost: 0 payment_schedule: "" cancellation_policy: "" insurance_verified: false delivery_date: "" setup_time_needed: "" notes: ""

Speaker Outreach Template

• Subject: Speaking at [Event Name] — [Date]
• Hi [Name],
• We're organizing [Event Name], a [type] event for [audience] on [date] in [location/virtual].
• Your work on [specific topic/achievement] is exactly what our attendees need. We'd love you to deliver a [length]-minute [keynote/talk/workshop/panel] on [proposed topic].
• What we offer:
• [Fee / travel + accommodation / exposure to X audience]
• Professional recording of your session
• Promotion to our [X]-person audience across [channels]
• [X] attendees from companies like [notable names].
• Interested? Happy to jump on a quick call this week.
• Best,
• [Name]

Speaker Prep Kit

Send 4 weeks before event: speaker_kit: event_overview: name: "" date: "" venue: "" audience_profile: "" expected_attendance: 0 session_details: title: "" format: "" # keynote | breakout | workshop | panel | fireside duration_minutes: 0 q_and_a_minutes: 0 time_slot: "" room: "" content_guidelines: slide_template_url: "" # branded template slide_deadline: "" # 1 week before event max_slides: 0 no_sales_pitch: true actionable_takeaways: 3 # minimum audience_level: "" # beginner | intermediate | advanced | mixed logistics: arrival_time: "" tech_check_time: "" green_room_location: "" av_setup: "" # what's provided (clicker, mic type, monitor) laptop_compatibility: "" # HDMI, USB-C, bring own adapter recording_consent: true promotion: headshot_needed: true bio_word_limit: 100 social_handles: "" promotional_posts_requested: 2 # minimum shares

Agenda Design Principles

Energy management — high-energy sessions after breaks, reflective sessions after lunch The 18-minute rule — no single talk >18 min without interaction (TED model) Breakout ratio — for conferences, 60% main stage / 40% breakouts Networking slots — schedule 3 structured networking moments (not just "breaks") Start strong, end strong — best speakers open and close the day Buffer time — add 10 min between sessions (transitions always take longer) No back-to-back panels — audience fatigue kills engagement

Agenda Template (Full-Day Conference)

08:00 - 08:45 Registration & Coffee ☕ 08:45 - 09:00 Welcome & Housekeeping 09:00 - 09:30 Opening Keynote: [Big Name / Big Idea] 09:30 - 09:45 Transition + Networking Activity #1 09:45 - 10:15 Talk: [Topic A] 10:15 - 10:45 Talk: [Topic B] 10:45 - 11:15 Break + Expo / Sponsor Booths ☕ 11:15 - 12:00 Workshop Track A | Workshop Track B | Workshop Track C 12:00 - 13:00 Lunch + Networking Activity #2 🍽️ 13:00 - 13:30 Fireside Chat: [Industry Leader] 13:30 - 14:00 Talk: [Topic C] 14:00 - 14:30 Talk: [Topic D] 14:30 - 15:00 Break + Expo ☕ 15:00 - 15:45 Panel: [Hot Topic] 15:45 - 16:15 Lightning Talks (5 min x 5 speakers) 16:15 - 16:45 Closing Keynote 16:45 - 17:00 Wrap-up & Announcements 17:00 - 19:00 Happy Hour / After-Party 🎉

Registration Pricing Strategy

pricing_tiers: super_early_bird: discount: 40% deadline: "T-3 months" purpose: "Validate demand, seed initial registrations" early_bird: discount: 20% deadline: "T-6 weeks" purpose: "Build momentum, create urgency" regular: discount: 0% deadline: "T-1 week" purpose: "Standard pricing" last_minute: premium: 10% # optional deadline: "Day of" purpose: "Captures procrastinators" group_discount: threshold: 3 # tickets discount: 15% purpose: "Encourage team attendance" student_nonprofit: discount: 50% verification: "edu email or org verification"

Marketing Campaign Timeline

marketing_phases: awareness: # T-8 to T-6 weeks - Launch event website/landing page - Announce on social media (3-5 posts) - Email blast to existing list - Speaker announcements (1 per week) - Partner cross-promotion begins consideration: # T-6 to T-3 weeks - Share agenda/session details - Speaker spotlight posts (interviews, quotes) - Early testimonials from past events - Retargeting ads on registrants who didn't complete - Blog post: "X Reasons to Attend [Event]" urgency: # T-3 weeks to T-1 week - "Early bird ending" campaign - Countdown posts - "Only X spots left" (if true) - Direct outreach to high-value prospects - Reminder email to registered (build excitement) final_push: # T-1 week - "Last chance" email - Social proof: "X people already registered" - DM outreach to key targets - Logistics email to confirmed attendees

Email Sequence (6 Emails)

Announcement (T-8 weeks): What, when, why. Early-bird CTA Speaker reveal (T-6 weeks): Highlight 2-3 speakers. Social proof Agenda drop (T-4 weeks): Full schedule. "Which sessions excite you?" Early bird ending (T-3 weeks): Price goes up in X days. Urgency Final details (T-1 week): Logistics, what to bring, excitement builder Day-before (T-1 day): Reminder, schedule link, parking/wifi info

Landing Page Must-Haves

Clear event name, date, location above the fold 1-sentence value prop: "What you'll walk away with" Speaker headshots + 1-line bios Agenda overview (expandable) Social proof (past attendee quotes, logos of companies attending) Pricing tiers with clear CTA FAQ section (parking, refunds, dress code, recording) Mobile-responsive Countdown timer Video from past event (if applicable)

Sponsorship Tier Structure

sponsorship_tiers: title_sponsor: price: "" # typically 40-60% of total sponsorship goal benefits: - Logo on all materials (event name: "Powered by [Sponsor]") - Keynote slot or fireside chat (10-15 min) - Premium booth location - Full attendee list (with consent) - 10 complimentary tickets - Logo on recording/replay - Social media mentions (10+) - Email feature limit: 1 gold: price: "" benefits: - Logo on website and printed materials - Breakout session or workshop slot - Booth in expo area - 5 complimentary tickets - Social media mentions (5) - Logo on attendee email limit: 3 silver: price: "" benefits: - Logo on website - Table in expo area - 3 complimentary tickets - Social media mention (2) limit: 5 community: price: "" # or in-kind benefits: - Logo on website - 2 complimentary tickets - Social mention (1) limit: 10

Sponsor Outreach Email

• Subject: Sponsorship Opportunity — [Event Name] ([Date])
• Hi [Name],
• [Event Name] brings together [X] [audience type] on [date] in [location].
• Last year: [X attendees], [X% decision-makers], [notable companies].
• We have [tier] sponsorship packages from $[low] to $[high], including:
• [Top 3 benefits of relevant tier]
• Our attendees match your ICP: [specific overlap].
• Happy to send the full sponsorship deck. Quick 15 min this week?
• Best,
• [Name]

Sponsor ROI Package (Post-Event)

Send within 2 weeks: Total attendee count and demographics Booth traffic / session attendance numbers Social media impressions and mentions Photos featuring sponsor branding Lead list (with consent) or scan data Attendee satisfaction scores "Thank you" and early-bird offer for next event

Run of Show Document

The single most important document. Every staff member gets a copy. run_of_show: event: "" date: "" venue: "" team_contacts: event_lead: {name: "", phone: ""} av_tech: {name: "", phone: ""} registration: {name: "", phone: ""} catering: {name: "", phone: ""} venue_contact: {name: "", phone: ""} schedule: - time: "06:00" activity: "Team arrives, begin setup" owner: "" notes: "" - time: "07:00" activity: "AV check, mic test all rooms" owner: "" notes: "" # ... full schedule with owner and notes for every slot contingency: speaker_no_show: "Backup: [name] on standby. Extend Q&A. Panel becomes fireside." av_failure: "Backup laptop loaded. Mobile hotspot ready. Portable speaker in kit." low_attendance: "Close off sections. Rearrange to fill front. More interactive format." wifi_down: "Mobile hotspots x3. Offline slide copies. Apologize + offer recording." medical_emergency: "First aid kit at [location]. Nearest hospital: [name, address]. Call [emergency#]." weather_disruption: "Indoor backup plan. Communication plan for attendees."

Emergency Kit Checklist

Power strips and extension cords (5+) HDMI, USB-C, DisplayPort adapters (all types) Backup laptop with all presentations Mobile wifi hotspots (2-3) Gaffer tape, duct tape, double-sided tape Markers (whiteboard + permanent) Scissors, box cutter Batteries (AA, AAA) Phone chargers (Lightning, USB-C) First aid kit Breath mints, pain relievers, hand sanitizer Printed attendee list (backup for registration) Cash for tips/emergencies Spare badges and lanyards Bluetooth speaker (backup audio)

Networking Facilitation Activities

Don't just say "network" — structure it: Speed networking — 3 min rounds with prompt cards ("What's your biggest challenge this quarter?") Birds of a feather — tables labeled by topic, self-select Buddy match — pre-match 2 attendees with complementary profiles, email intro before event Ask the expert — speakers available at labeled tables during breaks Scavenger hunt — find people matching descriptions on a bingo card (icebreaker)

Platform Selection Guide

PlatformBest ForMax AttendeesPrice RangeZoom WebinarSimple webinars10,000$79-6,490/yrStreamYardMulti-speaker, branded1,000Free-$99/moHopinFull conferences100,000CustomLumaCommunity events, ticketingUnlimitedFree-$59/moAirmeetNetworking-focused10,000$167+/moRiversideHigh-quality recording8 speakers$24/moYouTube LiveBroadcast, no interactionUnlimitedFree

Hybrid Event Rules

Virtual is NOT second-class — dedicated camera angles, chat moderator, virtual MC Separate virtual agenda — don't just stream the in-person event; add virtual-only Q&A, breakouts Tech check doubles — test in-room AND streaming simultaneously Chat moderator mandatory — someone monitoring virtual chat and surfacing questions On-demand within 24 hours — virtual attendees expect recordings fast Pricing — virtual tickets = 30-50% of in-person (lower, but not free)

Virtual Engagement Techniques

Polls every 10 minutes — keep attention Chat prompts — "Drop your city in chat!" at the start Breakout rooms — 4-6 people, 10 min, specific prompt Live Q&A — dedicate last 1/3 of session Gamification — points for participation, prize at end Camera-on culture — encourage (don't mandate) cameras for workshops

Feedback Survey (Send Within 24 Hours)

Keep it short (5 min max): Overall satisfaction (1-10) Which session was most valuable? (dropdown) Which session was least valuable? (dropdown) How likely to recommend to a colleague? (1-10 NPS) What one thing would you improve? What topics do you want next time? Would you attend again? (Yes / Maybe / No)

ROI Calculation Framework

event_roi: costs: total_spend: 0 staff_time_hours: 0 staff_time_cost: 0 # hours × blended rate total_cost: 0 # spend + staff time direct_revenue: ticket_sales: 0 sponsorship_revenue: 0 merchandise: 0 total_direct: 0 pipeline_value: leads_generated: 0 qualified_leads: 0 average_deal_size: 0 expected_close_rate: 0 pipeline_value: 0 # qualified × deal_size expected_revenue: 0 # pipeline × close_rate brand_value: social_impressions: 0 media_mentions: 0 new_email_subscribers: 0 content_assets_created: 0 # recordings, blogs, clips estimated_content_value: 0 # cost to create equivalent calculations: direct_roi_pct: 0 # (direct_revenue - total_cost) / total_cost × 100 pipeline_roi_pct: 0 # (expected_revenue - total_cost) / total_cost × 100 cost_per_lead: 0 # total_cost / leads_generated cost_per_attendee: 0 # total_cost / attendees nps_score: 0 verdict: "" # repeat | modify | kill # Repeat: ROI > 200% or NPS > 50 # Modify: ROI 50-200% or NPS 20-50 # Kill: ROI < 50% AND NPS < 20

Post-Event Content Strategy

Maximize the long tail value of your event: Day 1-2: Thank you email + survey + photos Day 3-5: Recording links (gated = lead gen) Week 1: Blog recap ("Top 5 Takeaways from [Event]") Week 2: Speaker highlight clips (30-60 sec for social) Week 3: Full session recordings released (drip, not all at once) Month 1: Ebook/report compiled from session content Month 2: Case study from attendee success story Ongoing: Repurpose quotes, stats, clips for 3-6 months

Lessons Learned Template

post_mortem: event: "" date: "" attendees: 0 nps: 0 what_worked: - "" what_didnt: - "" surprises: - "" vendor_feedback: - vendor: "" rating: "/5" rebook: true # would use again? notes: "" budget_vs_actual: budgeted: 0 actual: 0 variance_pct: 0 biggest_overruns: [] biggest_savings: [] next_time: keep: [] change: [] add: [] remove: []

Building a Recurring Event Brand

Consistent naming — "[Brand] Summit 2026", "[Brand] Meetup #14" Monthly cadence for meetups — same day/time (e.g., "First Thursday") Annual flagship — one big event per year, smaller events feed into it Content flywheel — each event produces content that markets the next Community — create a year-round community (Slack/Discord) between events Alumni pricing — past attendees get early access and discounts

Scaling Checklist

Documented SOPs for every role Vendor relationships established (repeat = discounts) Registration system handles volume Volunteer/staff training program Sponsor renewal process (12 months ahead) Content library from past events Budget template refined from actuals NPS trending upward event over event

Tech/SaaS Events

Focus: Product demos, developer workshops, API hackathons Unique: Offer wifi and power at every seat. Developer swag (stickers, tees). Live coding demos. Sponsorship angle: "Reach X developers building with [technology]"

Professional Services (Legal, Consulting, Finance)

Focus: CLE/CPE credits, roundtable discussions, case study presentations Unique: Formal networking (no icebreaker games). Name badges with titles. Printed agendas. Sponsorship angle: "Position your firm in front of X decision-makers"

Healthcare

Focus: CME credits, compliance workshops, patient outcome data Unique: Strict pharma sponsorship rules (Sunshine Act). No gifts >$100. Disclosure requirements. Sponsorship angle: Work through compliance-approved channels only

Construction / Manufacturing

Focus: Site visits, equipment demos, safety workshops, trade certifications Unique: PPE requirements for site visits. Outdoor contingency plans. Hands-on format preferred. Sponsorship angle: "Demo your equipment to X contractors/engineers"

Real Estate

Focus: Market outlook panels, deal-making networking, property tours Unique: Evening cocktail format works best. Bring listings/deal sheets. Intimate roundtables (20-30). Sponsorship angle: "Connect with X active investors/developers"

Event Readiness Score (Pre-Event)

Rate 1-5 before proceeding: DimensionScoreVenue/platform confirmed and tested/5Speakers confirmed with content submitted/5Registration open with marketing active/5Budget tracked with <10% unknowns/5Run-of-show document complete/5Team briefed on roles/5Contingency plans documented/5Tech rehearsal completed/5Total/40 35+ = Go. 25-34 = Fix gaps this week. <25 = Postpone or simplify.

Natural Language Commands

"Plan a [type] event for [audience] on [date]" "Create a budget for a [size]-person [type] event" "Build an event timeline for [date]" "Design the agenda for a [duration] [type] event" "Write a speaker outreach email for [name] about [topic]" "Create a sponsorship deck for [event]" "Build a marketing campaign for [event]" "Calculate ROI for [event] — [costs] spent, [results] achieved" "Create a run-of-show for [event]" "Write a post-event survey for [event]" "Compare venues: [venue A] vs [venue B]" "Plan a webinar on [topic] in [timeframe]"