Ayoa’s Event Brief template will help you to organize and detail all the important information you need when planning an event, from the agenda, venue preferences and guest list to budget requirements, suppliers, event hosts and more.
An event brief helps you to gain a comprehensive overview of an event you are planning to run. Often used by event planners, marketers and event agencies, an event brief is usually compiled prior to the event and acts as the foundation for businesses and event organizers to work from.
A useful event brief will include all the essential details of the event, including any critical dates and deadlines, budget information, agendas, attendee lists, venue locations and anything else you need. Event brief templates help you to identify what needs to be done to ensure the event runs smoothly and according to plan.
For event planners, marketers and anyone looking to put on an event of any kind, there are many steps involved in getting an event from an initial idea to its final execution. Events typically cost a lot of money and time to put together, and so it’s vital for event organizers to have easy access to all the information they need, so they can ensure they stay organized at every step of the planning process.
Using an event brief template will help you to stay on track, keep everyone involved in the planning process informed of what needs to be done, and helps you to ensure that nothing gets missed or overlooked.
Our Event Brief template is broken up into different sections to help you easily organize all the key details of your event, so you can find everything you need at a glance. By adding checklists, sticky notes, images and file attachments to the template, you can display information and resources in the way that works best for you!
To access the template, sign up to Ayoa for free. Once you've signed up, navigate to the homepage to create a new whiteboard, mind map or task board and choose this template from the library.
AGENDA. Listing the agenda in your event brief ensures that you and your colleagues are aware of the event’s running order and proceedings. Listed as a checklist in the template, you can add items to your agenda and re-order these at any time to reflect the running order of events, whether this is keynote speeches, coffee breaks or anything else.
ABOUT THE EVENT. In this section, you’ll want to add a brief description of what your event is about. Is there a theme? Will it have a specific format? For example, is it an online event, or a corporate function? Here, it’s also helpful to list the date and time of the event, plus details about the main host.
OBJECTIVES/GOALS. Here, list what you want to accomplish from holding the event. What is your desired outcome? This will help to keep you focused on what you want to achieve when organizing your event.
TARGET AUDIENCE. Prior to putting together your guest list, it’s important to consider who your target audience is. What type of people do you want to attend? Will they have any special requirements that you’ll need to consider? Defining your target audience will help you to ensure your event location, agenda and other elements that make up the event are focused and targeted to their wants and needs.
BUDGET. Setting your budget is key when it comes to understanding the practicalities of what will be possible to achieve with your event. Use the budget section of the template to list your overall budget and any specific areas you may wish to focus your budget on.
GUEST SPEAKERS/HOSTS. In this section, you can list any guest speakers or hosts you have invited to attend your event. Add their names to a checklist that you can tick off when people have confirmed their attendance. It can also be useful to list their contact information in this section should you need to collaborate with them prior to the event.
GUEST LIST. The guest list section is where you can keep track of your attendee numbers and see who has confirmed their attendance. Try using two separate checklists, one to show who you have invited and another to show who has confirmed. This means you can see at a glance who is left on your ‘invite’ list, should you wish to get back in touch with them and convince them to join you at the event!
Tip: Too many potential or confirmed attendees to fit into these checklists? You can also save these lists as documents and add them to this section as attachments.
SUPPLIERS/PARTNERS. Many event organizers often require external suppliers to help bring their event to life. This can include anything from photography, catering, decorations, entertainment, lighting and more. Be sure to list all of your requirements, the suppliers you’re interested in working with and their prices, so you can ensure you stay within budget.
VENUE PREFERENCES. This is your space to add venue suggestions and inspiration to your event brief. List the venues you’re interested in, along with their prices and contact information. This means you can keep track of which venues you are actively looking at and once your final venue is confirmed, you can add them to this section.
USEFUL RESOURCES. It’s likely that you may have a range of files and documents relating to the event that are useful for you and your team. In Ayoa, you can attach PDF files, documents, images, audio files, videos and more to your template. Use this section to collate any important information that can be easily accessed by yourself and others working on the event.
Don’t forget to add your colleagues to your Event Brief template in Ayoa, so everyone stays informed of the event’s plan and has access to all the information and files they may need. Once the details of your event have been confirmed and you’re ready to start getting everything ready for the big day, turn your sticky notes into tasks to be managed in a dedicated task board.
Discover more about how to use your whiteboard alongside a task board here!