Event Planning Template Page 2
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4Early event planning template
Person
Date to be
Early event planning
responsible
Action
completed
Budget
Source identified
Sponsorship
Break even point established
Have you accounted for the GST?
Protocol
Request to invite Minister or CE in writing and timely
(six to eight weeks prior to event)
Protocol issues (relating to Commonwealth/State
funding)
Anything that needs to be approved by DECS Strategic
Communications
Anything that needs to be approved by the Manager
Minister’s office notified
DECS Strategic Communications notified
Education News notified
Invitations
Mailing list generated/updated
Invitation composed
Invitation checked
Printer
Calligrapher
RSVPs (responsible person briefed)
Invitation list compiled
Names on list and titles/addresses checked for accuracy
Special guests/speakers alerted to make time in diaries
Invitations sent
Catering
Cost per head or upfront
Upmarket or casual
Beverages – orange juice, mineral water, tea and coffee
(instant or percolated)
Food – fruit platters, bagels, danish, bagettes,
sandwiches, biscuits and cakes
Hot or cold
Self service or waiting staff
Internal or external catering
Power required
Equipment required
Tables, tablecloths, cups and saucers
Plates, napkins, knives and forks (disposable/non-
disposable)
Can the theme of the event be followed through in
catering?
Special dietary requirements of guests
Menu
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Parent category: Life