Event Details:

Timeline:

Name of the Event and Due Date

Team Member Roles and Responsibilities

Team Member Name 1 Team Member Name 2 Team Member Name 3 Team Member Name 4 Team Member Name 5 Team Member Name 6 Team Member Name 7 Team Member Name 8 Team Member Name 9 Team Member Name 10
Leader and Client Management Budget Tracker Venue Management Decor Management Entertainment Management Guest Management Food Management Social Media Management Admin Write team member task here
Clarify the goals and purpose of the event Develop detailed budgets Collect quotes for team leader Collaborate with clients to understand their vision and preferences Identify and vet potential performers, musicians & DJs Maintain an accurate guest list Collaborating with chefs and clients to design menu Developing engaging content, including posts, images, videos, and stories for event company media page Overseeing the logistical aspects
Ensure alignment with client expectations Monitor and adjust the budget as needed Ensure the venue is meets all safety and quality standards Develop creative concepts and themes for event decor Negotiate contracts and fees Track RSVPs Sourcing and purchasing ingredients Interacting with followers, responding to comments and messages Acting as a central point of contact for all stakeholders
Create and approve the event budget Keep accurate records of all expenses related to the event Manage bookings and scheduling Create detailed design plans and mood board Coordinate with performers to ensure they understand the event schedule Send out invitations Manage catering staff Marketing Keeping track of all team members progress
Monitor expenses Ensure all expenditures are within the approved budget Coordinate with internal team and vendors Source and procure decor items, including furniture, lighting, flowers, and other decorative elements Arrange for any special equipment Handle any special requests Overseeing the setup of food stations, buffets, and bars Budget management
Assign roles and responsibilities to team members Ensure timely collection of payments Coordinate with Budget Management Oversee the setup Oversee the setup and breakdown Set up and manage the registration desk Budget management Keep database for all quotes and payments
Ensure contracts are signed and terms are clear Prepare financial reports to provide insights into the financial performance of events Oversee the setup and breakdown of events Coordinate with internal team and vendors Maintain clear communication with clients Provide assistance to guests Collect quotes for team leader
Confirm venue, catering, and transportation arrangements Present financial summaries Oversee the breakdown and removal Manage the entertainment budget Provide guests with all necessary information
Ensure smooth execution of the event schedule Ensure all vendor payments are processed on time Ensure all items are returned to vendors Collect quotes for team leader
Maintain communication with the client Ensure there are contingency funds for unexpected expenses Collect quotes for team leader
Conduct a debrief session with the team Conduct regular audits to ensure financial accuracy
Reconcile the budget Optimize spending
Compile an event report detailing outcomes and insights
Send thank you notes to clients, vendors, and team members

Team Work and Collaboration

Budget Tracker

Team Members petrol cost to travel to venue/client
Venue
Decor
Entertainment
Guest Invitations
Food
Social Media and Marketing
Admin
Emergency Fund
Total