# Event Planning Brief

**Card ID**: `EVT-{PROJECT}-{NNNN}`
**Version**: 1.0
**Status**: Draft | Approved | Planning | Active | Complete
**Event**: {EVENT_NAME}
**Date**: {DATE}
**Owner**: {OWNER_NAME}

---

## Event Overview

### Event Details

| Field | Value |
|-------|-------|
| Event name | {Name} |
| Event type | Conference / Trade show / Webinar / Workshop / Launch event / Customer event |
| Date(s) | {Date(s)} |
| Time | {Start time - End time} |
| Timezone | {TZ} |
| Format | In-person / Virtual / Hybrid |
| Location | {Venue/Platform} |
| Expected attendance | {Number} |

### Event Objectives

| Objective | Metric | Target |
|-----------|--------|--------|
| {Objective 1} | {Metric} | {Target} |
| {Objective 2} | {Metric} | {Target} |
| {Objective 3} | {Metric} | {Target} |

### Target Audience

| Segment | Description | Target # |
|---------|-------------|----------|
| {Segment 1} | {Who they are} | {#} |
| {Segment 2} | {Who they are} | {#} |

---

## Budget

### Budget Summary

| Category | Allocated | Actual | Variance |
|----------|-----------|--------|----------|
| Venue/platform | ${Amount} | | |
| Catering/hospitality | ${Amount} | | |
| Speakers/entertainment | ${Amount} | | |
| Marketing/promotion | ${Amount} | | |
| Collateral/swag | ${Amount} | | |
| A/V & production | ${Amount} | | |
| Travel & logistics | ${Amount} | | |
| Staffing | ${Amount} | | |
| Contingency | ${Amount} | | |
| **Total** | **${Amount}** | | |

### Sponsorship/Revenue

| Source | Amount |
|--------|--------|
| Sponsorship | ${Amount} |
| Ticket sales | ${Amount} |
| **Total revenue** | **${Amount}** |
| **Net cost** | **${Amount}** |

---

## Agenda/Program

### Event Schedule

| Time | Session | Speaker/Host | Location/Track |
|------|---------|--------------|----------------|
| {Time} | {Session name} | {Name} | {Location} |
| {Time} | {Session name} | {Name} | {Location} |
| {Time} | {Session name} | {Name} | {Location} |

### Session Details

**{Session 1 Name}**
| Field | Value |
|-------|-------|
| Time | {Time} |
| Duration | {Minutes} |
| Format | Keynote / Panel / Workshop / Demo |
| Speaker(s) | {Names} |
| Description | {Brief description} |
| Objective | {What attendees learn/do} |
| A/V needs | {Requirements} |

---

## Venue/Platform

### Venue Details (In-Person)

| Field | Value |
|-------|-------|
| Venue name | {Name} |
| Address | {Address} |
| Contact | {Name, phone} |
| Capacity | {Number} |
| Layout | {Theater / Classroom / Banquet / etc.} |
| Setup time | {Date/time} |
| Load-in | {Date/time} |
| Load-out | {Date/time} |

### Platform Details (Virtual)

| Field | Value |
|-------|-------|
| Platform | {Zoom / Teams / Hopin / etc.} |
| URL | {Registration/event URL} |
| Capacity | {Number} |
| Features needed | {Breakouts, Q&A, polls, etc.} |
| Tech support | {Provider/contact} |

---

## Speakers & Presenters

### Speaker Roster

| Speaker | Title/Company | Session | Status |
|---------|---------------|---------|--------|
| {Name} | {Title, Company} | {Session} | Confirmed / Pending |
| {Name} | {Title, Company} | {Session} | Confirmed / Pending |

### Speaker Requirements

| Speaker | Travel | Hotel | A/V | Fee |
|---------|--------|-------|-----|-----|
| {Name} | {Needs} | {Nights} | {Requirements} | ${Amount} |

### Speaker Deliverables

| Deliverable | Due Date | Status |
|-------------|----------|--------|
| Bio & headshot | {Date} | {Status} |
| Session abstract | {Date} | {Status} |
| Presentation slides | {Date} | {Status} |
| A/V requirements | {Date} | {Status} |

---

## Marketing & Promotion

### Promotional Timeline

| Activity | Date | Owner | Status |
|----------|------|-------|--------|
| Save the date | {Date} | {Name} | {Status} |
| Registration open | {Date} | {Name} | {Status} |
| Email campaign 1 | {Date} | {Name} | {Status} |
| Social campaign launch | {Date} | {Name} | {Status} |
| Email campaign 2 | {Date} | {Name} | {Status} |
| Final push | {Date} | {Name} | {Status} |

### Promotional Channels

| Channel | Content | Owner | Dates |
|---------|---------|-------|-------|
| Email | {Types} | {Name} | {Dates} |
| Social | {Platforms} | {Name} | {Dates} |
| Website | {Updates} | {Name} | {Dates} |
| Paid media | {Campaigns} | {Name} | {Dates} |
| Partners | {Activities} | {Name} | {Dates} |

### Promotional Assets

| Asset | Owner | Due Date | Status |
|-------|-------|----------|--------|
| Event landing page | {Name} | {Date} | {Status} |
| Email templates | {Name} | {Date} | {Status} |
| Social graphics | {Name} | {Date} | {Status} |
| Registration form | {Name} | {Date} | {Status} |

---

## Registration

### Registration Details

| Field | Value |
|-------|-------|
| Registration platform | {Platform} |
| Registration URL | {URL} |
| Registration open | {Date} |
| Registration close | {Date} |
| Early bird deadline | {Date} |

### Pricing Tiers

| Tier | Price | Deadline | Includes |
|------|-------|----------|----------|
| Early bird | ${Amount} | {Date} | {What's included} |
| Standard | ${Amount} | {Date} | {What's included} |
| VIP | ${Amount} | {Date} | {What's included} |

### Registration Goals

| Milestone | Date | Target | Actual |
|-----------|------|--------|--------|
| Week 1 | {Date} | {#} | |
| Week 2 | {Date} | {#} | |
| Final | {Date} | {#} | |

---

## Logistics

### Catering/Hospitality

| Meal/Service | Time | Headcount | Menu | Vendor |
|--------------|------|-----------|------|--------|
| {Breakfast} | {Time} | {#} | {Description} | {Vendor} |
| {Lunch} | {Time} | {#} | {Description} | {Vendor} |

### A/V & Production

| Item | Quantity | Provider | Notes |
|------|----------|----------|-------|
| {Item} | {#} | {Provider} | {Notes} |

### Signage & Wayfinding

| Sign Type | Quantity | Location | Status |
|-----------|----------|----------|--------|
| {Type} | {#} | {Where} | {Status} |

### Swag & Collateral

| Item | Quantity | Vendor | Cost | Status |
|------|----------|--------|------|--------|
| {Item} | {#} | {Vendor} | ${} | {Status} |

---

## Staffing

### Event Team

| Role | Name | Responsibilities |
|------|------|------------------|
| Event lead | {Name} | Overall coordination |
| Registration | {Name} | Check-in, badges |
| Speaker liaison | {Name} | Speaker support |
| A/V coordinator | {Name} | Technical support |
| Social media | {Name} | Live coverage |

### Volunteer/Temp Staff

| Role | Quantity | Hours | Source |
|------|----------|-------|--------|
| {Role} | {#} | {Hours} | {Agency/internal} |

---

## Day-of Timeline

### Setup

| Time | Activity | Owner |
|------|----------|-------|
| {Time} | {Activity} | {Name} |

### Event Day

| Time | Activity | Notes |
|------|----------|-------|
| {Time} | Doors open | {Notes} |
| {Time} | {Session} | {Notes} |
| {Time} | {Break} | {Notes} |
| {Time} | {Session} | {Notes} |
| {Time} | Event close | {Notes} |

### Breakdown

| Time | Activity | Owner |
|------|----------|-------|
| {Time} | {Activity} | {Name} |

---

## Post-Event

### Follow-Up Timeline

| Activity | Timeline | Owner |
|----------|----------|-------|
| Thank you email | +1 day | {Name} |
| Survey distribution | +2 days | {Name} |
| Recording availability | +3-5 days | {Name} |
| Sales follow-up | +5 days | {Name} |
| Final report | +14 days | {Name} |

### Success Metrics

| Metric | Target | Actual |
|--------|--------|--------|
| Total attendance | {#} | |
| Attendance rate | {%} | |
| NPS | {Score} | |
| Leads generated | {#} | |
| Pipeline influenced | ${} | |

---

## Risk & Contingency

| Risk | Probability | Impact | Mitigation |
|------|-------------|--------|------------|
| {Risk 1} | {H/M/L} | {H/M/L} | {Plan} |
| {Risk 2} | {H/M/L} | {H/M/L} | {Plan} |

---

## Approvals

| Role | Name | Status | Date |
|------|------|--------|------|
| Event Lead | | | |
| Marketing Lead | | | |
| Finance | | | |

---

## Version History

| Version | Date | Author | Changes |
|---------|------|--------|---------|
| 1.0 | {DATE} | {Name} | Initial plan |

---

*Template version: 1.0 | MMK Framework*