Event Planning & Execution Template

More non-profit templates

Efficiently plan and execute events to enhance your non-profit organization's impact and reach. This template provides a comprehensive guide to organizing, tracking, and managing all tasks related to event planning and execution.

From identifying event objectives to post-event evaluations, follow this step-by-step process to ensure your events are successful and align with your communication and fundraising strategies.

Get this template on priority matrix

Event Planning & Execution Template for Priority Matrix

Event Planning & Execution Template in Priority Matrix

Organize, track, and manage all tasks for successful event planning and execution in non-profit organizations.

You can start using Event Planning & Execution Template or other Non-Profit Project Templates with Priority Matrix in just a few steps:

  1. Click to sign in or create an account in the system
  2. Start adding your items to the matrix
  3. If you prefer to use the Mac and Windows app download Priority Matrix and take your data with you
If you have any questions and you can't find the answer in our knowledge base, don't hesitate to contact us for help.


Proposed Tasks

Critical & Immediate

  • Task 1: Identify Event Objectives - due in 2 days
    ☐ Define event purpose ☐ Set measurable goals ☐ Identify target audience
  • Task 2: Create a Budget - due in 1 week
    ☐ Estimate event costs ☐ Set ticket pricing ☐ Identify potential sponsors
  • Task 3: Select Event Date - due in 1 week
    ☐ Choose potential dates ☐ Check for conflicting events
  • Task 6: Marketing and Promotion - due in 4 weeks
    ☐ Create marketing plan ☐ Design promotional materials ☐ Identify marketing channels
  • Task 8: Logistics Planning - due in 6 weeks
    ☐ Plan event layout ☐ Organize transportation and parking ☐ Arrange for equipment and supplies
  • Task 10: Final Preparations - due in 8 weeks
    ☐ Confirm details with vendors and participants ☐ Prepare event materials
  • Task 11: Event Execution - due in 9 weeks
    ☐ Manage event setup ☐ Oversee event operations ☐ Handle any issues that arise

Critical & Not Immediate

  • Task 4: Identify Venue - due in 2 weeks
    ☐ Research potential venues ☐ Schedule site visits ☐ Negotiate contract
  • Task 5: Create Event Program - due in 3 weeks
    ☐ Outline schedule of events ☐ Identify speakers and performers
  • Task 7: Ticket Sales - due in 5 weeks
    ☐ Set up ticket sales platform ☐ Monitor ticket sales
  • Task 9: Staffing - due in 7 weeks
    ☐ Identify staffing needs ☐ Recruit and train volunteers

Not Critical & Immediate

  • Task 12: Event Wrap Up - due in 10 weeks
    ☐ Coordinate event cleanup ☐ Pay final bills
  • Task 15: Follow Up on Leads - due in 13 weeks
    ☐ Follow up with leads generated at the event ☐ Track conversions from leads
  • Task 17: Social Media Update - due in 15 weeks
    ☐ Update social media with post-event content ☐ Engage with audience comments

Not Critical & Not Immediate

  • Task 13: Post-Event Evaluation - due in 11 weeks
    ☐ Gather feedback from attendees and staff ☐ Analyze event success ☐ Document lessons learned
  • Task 14: Thank You Notes - due in 12 weeks
    ☐ Send thank you notes to attendees, staff, and sponsors ☐ Share event photos and highlights
  • Task 16: Update Website - due in 14 weeks
    ☐ Update website with post-event content ☐ Archive event page
  • Task 18: Press Release - due in 16 weeks
    ☐ Write post-event press release ☐ Distribute to media outlets
  • Task 19: Financial Review - due in 17 weeks
    ☐ Review event financials ☐ Compare actual costs to budget
  • Task 20: Plan Next Event - due in 18 weeks
    ☐ Apply lessons learned to planning next event ☐ Start early preparations for next event