We all know the stress involved in pulling off a great event. Whether you are planning a fundraiser, family wedding, or an important event such as a book launch, staying organized is key! A well-written event brief is crucial to the success of any event and including key details will make sure everyone involved will be on the same page! However, starting with a blank page is always going to be difficult, so you might be wondering what is included in a brief template. Let's take a look at the quick answer so you can get started right away!
What is an event brief?
An effective event brief will be written before any practical plans have been put into place. Be sure to give yourself a generous amount of time to do this. The event brief will hold all the immediate, relevant details such as timings, venue, any limitations you might have, guest numbers, etc. An event brief works best when it is referenced throughout the planning stage and the event itself, with every key player having a copy.
Why do I need an event brief?
The event brief serves as a map for your events team, coordinator, or agency. It provides guidance on how the event will look and feel, your budget and timeline, the attendees, and other crucial information. "The event brief serves as a logistics map for your team, event planner, and the event agency." So let's take a look now at the most important details you will need to add to your event brief. Let's start at the beginning, with some of the most important details. We've added some heading for you to use to help you plan your brief to give your event the best chance of possible success. The event brief serves as a map for your event planner, coordinator, and vendors.
What should an event brief include?
So now that we have our checklist, we can look at the details you’ll need to include to make sure your event runs as smoothly as possible.
It will make your event brief much easier to read for busy organizers to see an overview at the top of your brief. This might include:
- Main details of the event’s structure
- The purpose of the event
- A clear description of what you want to happen during the course of the event.
Other considerations to add to the overview could be- Are you going to serve food and drinks? What kind of venue are you renting? Where is the venue located? Will you need to have staff such as servers or buffers on-site?
Your event planner or event agency will handle much of the event's look and feel, but to ensure the project is completed on-time and within budget, it can be helpful to include guidance on the theme. Does your company or organization have colors or logos that you would like to use? Are you going for something elegant and classy, or fun and playful? Write a brief description that your events coordinator can reference throughout the planning process.
Date of the Event
It is imperative that the date of the event is included. It may be imprinted on the brain of the chief organizer, but others might not be aware or need a reminder. Along with the date of the actual event, make sure you also include any important meetings or any in-person briefs for those taking part in the arrangements.
Another fairly obvious crucial piece of information is the venue. Make sure that everyone involved knows exactly where the event is to be held, including exact rooms if held in a larger establishment. It wouldn't be a great start if your catering staff set up in the wrong location!
Number of guests
This is some of the most important information to be in the event brief. The number of guests who RSVP is crucial for any event agency or vendor responsible for setting up seating, catering areas, and hiring staff such as servers and bartenders. Using Facebook and Eventbrite is a great way to get invited guests to RSVP so you can provide a more accurate attendee list.
It's crucial to make sure you list everyone participating in the event. Everyone involved should have the contact numbers of necessary key players should there be a need to get in touch. This also helps everyone understand how each partner interacts within the bigger picture.
The budget for the event should also be included so the event planner has an understanding of how much money is available for important elements of the event; such as venue, meals, and event staff. Earnings or expense goals should be included. For example, stating the cost of tickets (if applicable), and expected profit or cost for the event.
A schedule for any principal matters of your event should also be included. For example, introductions by the organizer, speeches, award-giving, or any other prime occasions should all be planned out. This is crucial for those involved in catering your event, who will need a timeline to make sure everything runs smoothly.
Lastly, any necessary contact details should be put in your brief template so that any questions about the brief can be answered. So now we've got all the important details laid out so your event has the best chance of success, you might be wondering "once it's written, is it set in stone?" Let's find out.
Can my event plan change?
It's also important to remember that there should be room for changes such as the number of guests or any other important criteria such as the venue or even the date. Make sure everyone who is involved receives suitable notice to allow them to make any necessary adjustments. Make sure you establish a schedule for team check-ins during the planning process. Whether by conference call or in-person, everyone should use this time to update the team on completed tasks, pressing issues, concerns, and coordinate any necessary next steps. Make sure you establish a schedule for team check-ins during the planning process.
So there you have it! Everything you need to know about writing a great event planner to help your function, seminar, charity ball or even a staff away day go with a bang!
If you are looking for staff for your event, don't forget to get in touch. Here at Premier Staff, we pride ourselves on selecting the most professional staff for all your event needs for any size of event, large or small. From start to finish we ensure your bartenders and catering staff will help your event run as smoothly as possible.