How do you write an event brief?

The best way to write an event brief is to first include all the basic details about the event, then write a detailed agenda of the event day’s activities in chronological order. Use PandaDoc’s event brief template to ensure you capture everything important.

What are the basic details of an event brief?

The basic details to include in an event brief are the event name, who’s event it is, the type of event, location, date and time. The more detailed and organized the event brief is, the better. You may want to include the list of guests, press, guest speakers, menu and equipment providers as attachments to keep the information all in one place.

What is an event briefing document?

An event briefing document is a detailed document that provides all information about an event so that the event coordination team can be on the same page about all aspects of the event at all times. It includes event’s details, its location, budget, participants, guests, equipment and materials needed and contact information for the event participants, external contacts and the event coordination team.

What is the purpose of an event brief template?

The purpose of an event brief template is to make it easier for event coordination teams to plan their event and centralize all information about the event in one place so that the pre-event planning and event day goes smoothly. It eliminates back-and-forth communication, puts everyone on the same page in terms of goals and vision and saves time.

When to use the Event Brief Template

You should use an event brief template when planning an event. An event brief template helps you plan out what needs to be done before the event and on the day of the event. Event brief templates are useful for planning all types of events — weddings, banquets, parties, conferences, meetings, classes and more.

Event Brief Template

Prepared by:

[Sender.FirstName][Sender.LastName][Sender.Company]

[Sender.StreetAddress][Sender.City][Sender.State][Sender.PostalCode]

[Sender.Phone][Sender.Email]

[Event.Name]

(Event date)

(Event place and address)

(Insert your logo)

Prepared for:

[Client.FirstName][Client.LastName]

[Client.Company]

[Client.StreetAddress], [Client.City], [Client.State][Client.PostalCode]

[Client.Phone][Client.Email]

[Document.CreatedDate]

Event Overview

Event name: [Event.Name]

Type of event: (Check all that apply)

Wedding

Banquet

Conference

Trade show

Workshop

Seminar

Meeting

Other (specify):

Event description:(insert description of the event)

Event date: (date)

Event start time:(time)

Event end time: (time)

Event location and address: (Location name), (Location.StreetAddress), (Location.City), (Location.State), (Location.ZipCode)

Event Purpose and Goals

Client's goals and expectations: (list what the client's goals and expectations will be, e.g., to launch a new product, perform a wedding, etc.)

Our objectives and goals: (list the event team's goals, e.g., to facilitate a smooth experience, to ensure media presence, etc.)

Marketing audiences

Influencers
Marketing professionals
Sales reps
IT professionals
Students
Other (specify)

More details about the audience: (insert any additional details about the target audience)

Event Coordination Team

Name:	Role:	Contact:
(Contact.FirstName),(Contact.LastName)	(insert the name of their role, e.g., marketing, set up, etc.)	(ContactPhone)
(Contact.FirstName),(Contact.LastName)	(insert the name of their role, e.g., marketing, set up, etc.)	(ContactPhone)
(Contact.FirstName),(Contact.LastName)	(insert the name of their role, e.g., marketing, set up, etc.)	(ContactPhone)
(Contact.FirstName),(Contact.LastName)	(insert the name of their role, e.g., marketing, set up, etc.)	(ContactPhone)

Event Management Platform

Platform name:	(Insert Name)
Login details:	(Insert Details)
Notes:	(Insert Notes)

Client Contact Information

Name:[Client.FirstName][Client.LastName]

Phone number:[Client.Phone]

Email:[Client.Email]

Attendees

Main attendees:

(Couple getting married & wedding party): (insert names of couple and/or the wedding party)

or

(Teacher): (Teacher FullName)

or

(Meeting leader):(Leader FullName)

or

(Host/MC):(Insert FullName)

We expect the following guests: (insert number)

(Number) attendees from (places). They are (details).

(Attach list)

Guest Speakers / Presenters / Performers

Name:	Title:	Name of talk/performance:
(Guest FirstName) (Guest LastName)	(Guest Title)	(insert name)
(Guest FirstName) (Guest LastName)	(Guest Title)	(insert name)
(Guest FirstName) (Guest LastName)	(Guest Title)	(insert name)
(Guest FirstName) (Guest LastName)	(Guest Title)	(insert name)
(Guest FirstName) (Guest LastName)	(Guest Title)	(insert name)

Press

Name:	Title:	Media/publication:	Notes:
(Press.FirstName) (Press.LastName)	(Press.Title)	(Press.Company)	(insert any notes about the person coming, e.g., if the media wants coverage of a specific moment at the event, they need a press pass, etc.)
(Press.FirstName) (Press.LastName)	(Press.Title)	(Press.Company)	(insert any notes about the person coming, e.g., if the media wants coverage of a specific moment at the event, they need a press pass, etc.)

Equipment and Materials

Item:	Provided by:	Instructions:
(insert item description)	(Company name)	(insert any special instructions for pick up)
(insert item description)	(Company name)	(insert any special instructions for pick up)

Food and Beverages

Food and beverages will be provided by:(Contact Company)

For information about all food and beverages contact (Contact FirstName) (Contact LastName) at (Contact PhoneNumber) .

(Attach menu if applicable)

Budget

Name	Price	QTY	Subtotal
Item 1 Description of first item	$35.00	5	$175.00
Item 2 Description of second item	$55.00	1	$55.00
Item 3 Description of third item	$200.00	1	$200.00

Pre-event To-do List

Name:	Task:	Deadline:	Information:
(insert name)	(insert task, e.g., picking up any equipment, printing any material or any rentals/reservations)	(insert date)	(insert necessary details, e.g., printer contact name, phone number and address)
(insert name)	(insert task, e.g., picking up any equipment, printing any material or any rentals/reservations)	(insert date)	(insert necessary details, e.g., printer contact name, phone number and address)
(insert name)	(insert task, e.g., picking up any equipment, printing any material or any rentals/reservations)	(insert date)	(insert necessary details, e.g., printer contact name, phone number and address)

Day of event agenda

Time:	Name:	Activity:	Notes:
(insert the time, e.g., 9:00 am)	(insert who will be doing the task, e.g., Jenn, Mary and Tom)	(insert activity, e.g., set up hall)	(insert any notes on the project)
(insert the time, e.g., 9:00 am)	(insert who will be doing the task, e.g., Jenn, Mary and Tom)	(insert activity, e.g., set up hall)	(insert any notes on the project)
(insert the time, e.g., 9:00 am)	(insert who will be doing the task, e.g., Jenn, Mary and Tom)	(insert activity, e.g., set up hall)	(insert any notes on the project)
(insert the time, e.g., 9:00 am)	(insert who will be doing the task, e.g., Jenn, Mary and Tom)	(insert activity, e.g., set up hall)	(insert any notes on the project)
(insert the time, e.g., 9:00 am)	(insert who will be doing the task, e.g., Jenn, Mary and Tom)	(insert activity, e.g., set up hall)	(insert any notes on the project)

Signature

MM / DD / YYYY