Discover the Best Event Planner Invoice Template for R&D Projects

Event planner invoice template for R&D

[Music] putting on an event is no small task there are tons of details to keep up with from pre-event planning to post event follow-up no matter the size of your event that's why having a plan you can share and track is a must if you want to throw a successful event we've created two free event planning templates designed for events at any scale many events follow a similar blueprint so templatizing your process will help you save a lot of time when you're planning future events just make a copy of your timeline and adjust it to fit your current event if you're looking for a high level event plan you can use to map and track key activities our event planning template is a great place to start this template enables you to establish a general timeline for major tasks that need to be accomplished so you can keep an eye on how your plan is progressing along the way having your event plan laid out in a simple timeline form makes it easy to keep event stakeholders informed about project status with high level updates that are easy to digest and streamline communication among your event's key players so you don't have to wade through a bunch of different email threads to know what's coming up next or where your project stands there are four event planning and management stages you'll want to include when writing your event plan those are planning promotion execution and wrap up feel free to go into as much or as little detail as you want just as long as you account for these general phases in the organization of your plan the goal of the planning phase is to hammer out all of the approvals logistics processes and services needed to proceed with the event some examples include finalizing a budget developing a guest list arranging transportation and setting up the event registration process as the event planner this is the heart and soul of what you do and where the bulk of your efforts will be focused this stage is all about getting the word out so you'll have strong attendance at your event it includes all marketing pr and promotional activities having a shareable plan in place for event promotion makes coordinating initiatives and keeping everyone in the loop a whole lot easier event execution is less of a phase and more of an on-site to-do list for all the moving pieces that need to come together on event day documenting these activities beforehand minimizes event day stress and helps make sure your event runs smoothly from start to finish minus the unpredictable mishaps that are bound to happen from time to time once your event has come and gone your work isn't done yet you'll need to tie up loose ends follow up with attendees and take note of how the event went so you can improve your process the next time around your event plan is your roadmap to a successful event let's take a look at two samples how you can plan and manage event execution in teamgantt a gantt chart provides a visual timeline of your event plan you can group activities by type or phase and set the expected time frame for each activity you need to accomplish that way your team and stakeholders have a clear picture of what's happening when so you can make sure tasks stay on track at teamgantt we're a little biased towards gantt charts but we know they're not for everyone that's why our list view comes in handy viewing your project as a simple list may be helpful for status meetings with your team boss or other stakeholders this event planning checklist is a highly detailed plan that walks you through every step involved in planning and executing a successful event use it to schedule out all the nitty gritty tasks you need to complete before during and after your event that way you can feel confident you're on track and in control of your event an event planning checklist allows you to break down your plan and tackle all the individual tasks it takes to get your event off the ground consider these core activities when creating and organizing your own event planning checklist planning and logistics is all about getting the nuts and bolts of your plan in order your budget schedule and guest list are important factors here don't forget to include less glamorous tasks like shipping and transportation services if needed unless you have an existing relationship with a venue it takes time to land the right location for your event keep track of vendor research rfps and quotes until you find a winning venue that's both on budget and available for your event the vendors you'll work with will depend on your event type and scale common event vendors include caterers food and beverage photographers and florists you may want to track the entire process from research to deposit in your checklist and note any follow-ups you'll need to do to make sure everything's good to go when event day rolls around some venues build furniture and decor into the packages they offer that makes things easy but you'll still want to track the time it takes to choose and order these items if on-site rentals aren't an option set up tasks for renting or procuring items like tables and chairs linens and specialty lighting this is the main attraction that draws guests in whether you're planning for a sales meeting or a talent show you'll need to make sure everything is booked and the proper equipment is ready to go consider things like av services presenter or entertainment schedules and music even if it's just going to be in the background what's the point of an event if no one attends how you promote your event can make or break turnout which is often the key indicator of success emails and social media and pr will help you get the word out on the front end you may also want to distinguish your event with event specific branding and materials capturing attendee information is critical for finalizing headcount managing on-site check-in and following up with thank-yous pictures or sales calls after the event so be sure you have a solid system in place to make registration and follow-up seamless whether you build your own process or use tools like eventbrite or facebook for your event you've got a lot of to-do's to keep up with on the big day creating an event day checklist helps you keep calm and focus on the most important things jot down a list of day of tasks and reminders like clients or stakeholders you need to check in with vendors you need to meet on site or items you need to pick up if any tasks need to happen at a specific time in the event schedule be sure to make note of that in your plan you can extend a positive experience to your guests even after the event dust settles send thank you notes or emails to attendees settle outstanding payments with vendors and take time to reflect on what went well and what you can improve for the next event you plan we know it's not easy to build such a detailed event checklist from scratch so we created a template to help you out this template features the core activities i mentioned before but it can also be adapted to work for any event planning process across a pretty wide range of events from small engagements to large corporate gatherings let's walk through a few examples of how you can use our event checklist to plan and track your event just because this event plan acts as a checklist doesn't mean you can't see how tasks stack up over time it's the best of both worlds a detailed task list and a visual project timeline here are some get chart features you may find helpful as you flesh out your event checklist drag and drop scheduling makes it super easy to build out your timeline and reschedule tasks if and when plans change adjusting your schedule is as simple as dragging and dropping tasks into their new rightful place the percent complete feature shows you how a task or project is progressing along the way simply update the task percentage to indicate how much work's been done tasks that are 100 complete can be officially checked off your to-do list sometimes one task needs to happen before the next can begin like hiring a caterer before deciding on a menu dependencies make sure tasks always happen in the right order even if you move things around want to break tasks down even further task checklists enable you to account for the tiniest to do and make sure it gets crossed off your list this is a great way to capture all of your event day tasks and mark them as complete as you go with teamgantt your important files and conversations can live in a single place attached documents like quotes proposals budgets spreadsheets vendor contact information and more use comments to communicate updates and collaborate with team members on all the hard work that goes into an event calendar view enables you to turn your event checklist into a calendar in one click that makes it easy to see what's happening at a glance and evaluate how tasks are stacking up on any particular day week or month the my task view makes it clear to see what you need to work on each day it pulls in all the tasks you're assigned to across all your projects which can be super helpful if you're running multiple events no more digging through emails or excel spreadsheets to plan your daily to do list ready to start planning your next event use our event planning template or event planning checklist in teamgantt and save time on project setup customizing the template is quick and easy thanks to teamgantt's drag and drop simplicity and since everything's online your whole team can collaborate on activities in real time so sign up for a free teamgantt account today and get access to event planning templates plus many more helpful project templates in our resource library and that's it for this video on our event planning checklist templates i hope you found it helpful if you did i'd love it if you could return the favor and hit the like button and don't forget to subscribe to our channel so you don't miss any of our videos thanks for watching i'll see you next time you