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Event Planning Mind Map

Make sure you’ve covered all the bases with this template

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1. Event Name
 
2. Date
 
3. Anticipated attendee numbers
 
    3.1. [FOR SELF HOSTED, NUMBER OF REGISTRATIONS]
 
    3.2. [FOR AN EXHIBITION, EXPECTED FOOTFALL NUMBERS FROM THE ORGANISER]
 
4. Type of Event
 
    4.1. [SELF HOSTED EVENT OR BOOKED EXHIBITION SPACE]
 
5. Purpose
 
    5.1. [WHAT RESULT DO YOU EXPECT FROM ATTENDING / HOSTING THIS EVENT]
 
6. Requirements [CONSIDER A CHECKLIST OF ALL TYPICAL REQUIREMENTS FOR ANY EVENT AND TICK OFF AS APPROPRIATE FOR THIS EVENT]
 
    6.1. exhibit materials
 
        6.1.1. [DISPLAY STANDS]
 
    6.2. collateral
 
        6.2.1. [EXISTING OR NEW DESIGNS – FACTOR IN TIME FOR ANY DESIGN WORK REQUIRED]
 
    6.3. presentations
 
    6.4. attendees
 
    6.5. catering
 
    6.6. screens
 
    6.7. furniture
 
    6.8. giveaways
 
7. Promotion
 
    7.1. [IF HOSTING, HOW PROMOTE / INVITE ATTENDEES]
 
    7.2. [IF EXHIBITING, HOW PROMOTE ATTENDANCE TO DRVIE TRAFFIC TO EXHIBITION BOOTH]
 
8. Venue Consideration
 
    8.1. Room layout
 
    8.2. AV available
 
9. Venues
 
    9.1. Select potential venues & costs
 
    9.2. Choose best option for venue
 
    9.3. View venues
 
10. Travel requirements
 
11. Pre event promotion
 
    11.1. Channels
 
    11.2. Messaging
 
    11.3. Prepare calendar for event promotion
 
12. Event collateral designs
 
13. Event collateral
 
    13.1. Agree messaging
 
    13.2. Confirm requirements and quantities
 
    13.3. Write content
 
    13.4. Design for event
 
14. Shipping of materials
 
15. Confirm attendees
 
16. Confirm attendee dietary requirements
 
17. Prepare and review presentations
 
18. Delegate packs
 
19. Delegate name badges
 
20. Transportation
 
21. Venue set-up
 
22. Registration of attendees
 
23. Catering
 
    23.1. Confirm times for breaks and refreshments
 
    23.2. Monitor timings and adjust where necessary
 
24. Promotion during event – social sharing
 
25. Follow up with attendees
 
    25.1. Thanks for attending messages
 
    25.2. Review feedback
 
26. Arrange post event de-brief
 
    26.1. Assign follow up actions
 
    26.2. Confirm if event would be held again
 
    26.3. Document lessons learned and improvements for future events
 
27. Assign follow up actions following de-brief
 
28. Post event follow up