Free event planning checklists and templates
Practical lists for every stage of an event, from the first client meeting to the last invoice. Free to use, with no sign-up and no email address.
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11 resources ready to use
Event planning checklist
Every job from the first idea to the last invoice, in the order you’ll need to do it.
Start it the day the date is agreed. For a small event, run the first two stages together.Run of Show template
The plan for the day, line by line: what happens, when, where, who leads it and what the sound, lights and screens need to do.
Start a draft a month out. Lock it two or three days before and send everyone the same version.Vendor details checklist
The questions to ask every supplier when you book them, so nobody is stuck at the loading door on the day.
Use one copy per supplier. Fill it in when you book, then check it again the week before.Event budget template
The estimate, the agreed price and the final cost of every line side by side, with running totals, so overspending shows up while you can still fix it.
Start it before you ask for quotes. Update a line every time something is agreed or paid.Seating plan checklist
Fit the room, the guest list and the people who must or must not sit together into one plan the venue and caterer can work from.
Use it once replies are in, about two weeks before.Event day checklist
The walk round to do before the doors open, while there is still time to fix what was missed.
Start two hours before doors. Give a printed copy to whoever runs the room.Client event brief template
The questions to answer with your client before you plan anything, written down and agreed in one place.
Fill it in at the first meeting. Send it back the same day and ask the client to confirm it.After the event checklist
Settle the money, report back and keep what you learned while it’s still fresh.
Start the morning after. Aim to finish within a week.Venue handover checklist
Pass a confirmed booking from the sales team to the operations team without losing anything the client was promised.
Use it as soon as the contract is signed and the deposit is paid.Event contingency checklist
Decide who acts, what triggers the backup and how the team hears about it before something goes wrong.
Review it with the venue and production leads before the final briefing.Event change log template
Record what changed, who approved it and which people need the new information.
Use it once the plan is shared and changes start affecting other people’s work.Run your next event in one place
RunCue turns these lists into a shared plan: tasks with owners and due dates, guests, suppliers, budget and the schedule for the day, all on the same event.