Event Planning and Prioritization Template

Event Planning and Prioritization in Priority Matrix

Prioritize and manage tasks for successful event planning in the entertainment industry.

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Proposed Tasks

High Impact, Urgent

• Arrange Security Measures
  ☐ Hire security team ☐ Plan emergency procedures ☐ Coordinate with local law enforcement
• Budget Planning
  ☐ Estimate costs ☐ Secure funding ☐ Allocate budget
• Finalize Event Dates and Venues
  ☐ Secure venues ☐ Confirm dates ☐ Sign contracts
• Manage Event Communications
  ☐ Plan event communications ☐ Coordinate with PR team ☐ Manage social media and press
• Manage Event Day Operations
  ☐ Coordinate staff ☐ Oversee event execution ☐ Handle any issues or emergencies
• Marketing and Promotion
  ☐ Create marketing plan ☐ Design promotional materials ☐ Launch marketing campaign
• Oversee Event Setup and Teardown
  ☐ Plan setup schedule ☐ Oversee event setup ☐ Coordinate event teardown

High Impact, Not Urgent

• Coordinate Sponsorships
  ☐ Identify potential sponsors ☐ Negotiate sponsorship deals ☐ Coordinate sponsor benefits
• Develop Event Schedule
  ☐ Plan event timeline ☐ Coordinate with speakers/performers ☐ Finalize schedule
• Hire Event Staff
  ☐ Identify staffing needs ☐ Interview candidates ☐ Hire staff
• Obtain Necessary Permits
  ☐ Identify required permits ☐ Apply for permits ☐ Ensure compliance with local laws
• Organize Technical Equipment
  ☐ Identify equipment needs ☐ Hire AV team ☐ Plan equipment setup
• Plan Event Entertainment
  ☐ Book entertainment ☐ Coordinate entertainment schedule ☐ Manage technical requirements

Low Impact, Urgent

• Coordinate Event Registration
  ☐ Set up registration system ☐ Manage attendee lists ☐ Plan check-in process
• Coordinate Travel Arrangements
  ☐ Book flights ☐ Arrange accommodations ☐ Plan local transportation
• Plan Menu and Catering
  ☐ Select menu ☐ Hire caterer ☐ Coordinate dietary restrictions
• Plan VIP Arrangements
  ☐ Identify VIP guests ☐ Arrange special accommodations ☐ Coordinate VIP schedule

Low Impact, Not Urgent

• Document Event Procedures
  ☐ Create event playbook ☐ Document processes and procedures ☐ Update for future events
• Finalize Event Decorations
  ☐ Select theme ☐ Hire decorator ☐ Plan setup and teardown
• Post-Event Follow Up
  ☐ Plan follow-up communications ☐ Coordinate event feedback ☐ Analyze event success