Theatrical Event Planning & Prioritization Template

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Ensure your theater's events run smoothly with our Theatrical Event Planning & Prioritization template. This comprehensive guide helps you manage and prioritize tasks such as finalizing event dates, booking venues, hiring catering services, and coordinating with press.

By following this template, you can effectively organize your theater's events, ensuring each one is a success from planning to post-event evaluation.

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Theatrical Event Planning & Prioritization for Priority Matrix

Theatrical Event Planning & Prioritization in Priority Matrix

Manage and prioritize your theater's event planning tasks for seamless press nights, charity events, and opening nights.

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Proposed Tasks

Urgent and Important

  • Finalize Event Dates - due in 1 week
    ☐ Consult with other theater departments ☐ Coordinate with event partners ☐ Check availability of venue
  • Book Venue - due in 2 weeks
    ☐ Negotiate pricing ☐ Sign contract ☐ Ensure venue meets event needs
  • Plan Event Layout - due in 2 months
    ☐ Coordinate with venue staff ☐ Plan seating arrangement
  • Secure Sponsors - due in 3 months
    ☐ Identify potential sponsors ☐ Pitch sponsorship opportunities
  • Coordinate with Press - due in 3.5 months
    ☐ Send press release ☐ Organize press interviews
  • Finalize Event Budget - due in 4 months
    ☐ Review all costs ☐ Identify areas for savings
  • Final Walkthrough - due in 6 months
    ☐ Check venue setup ☐ Confirm event details with staff
  • Event Day Management - due in 6.5 months
    ☐ Oversee event proceedings ☐ Address any issues

Important, Not Urgent

  • Hire Catering Service - due in 3 weeks
    ☐ Research catering options ☐ Arrange food tasting ☐ Finalize menu
  • Organize Event Staff - due in 1 month
    ☐ Hire necessary staff ☐ Assign roles and responsibilities
  • Arrange Entertainment - due in 2.5 months
    ☐ Book performers ☐ Plan event schedule
  • Prepare Event Program - due in 5 months
    ☐ Design program layout ☐ Print event programs
  • Post Event Evaluation - due in 7 months
    ☐ Gather feedback ☐ Identify areas for improvement

Urgent, Not Important

  • Design Invitations - due in 5 weeks
    ☐ Work with graphic designer ☐ Print invitations
  • Send out Invitations - due in 6 weeks
    ☐ Compile guest list ☐ Mail out invitations
  • Organize Transportation - due in 4.5 months
    ☐ Book transportation for guests ☐ Coordinate with transportation companies
  • Confirm RSVPs - due in 5.5 months
    ☐ Contact invitees ☐ Update guest list

Not Urgent, Not Important

  • Thank You Notes - due in 7.5 months
    ☐ Write thank you notes ☐ Send out notes to guests and sponsors
  • Document Lessons Learned - due in 8 months
    ☐ Review event feedback ☐ Document lessons for future events
  • Plan for Next Event - due in 9 months
    ☐ Start preliminary planning for next event