EVENT PLANNING GUIDE
Using AI With Your Event Kit Templates
Updated on October 8, 2026 | Written by Rachella Thomas
You've got the professional event planning template. Now, what if you could get AI to help you do some of the work?
One of the things I find most interesting about AI is how much more useful it becomes when you give it something to work with.
Instead of asking ChatGPT to create an event plan from scratch, you can give it an Event Kit template already structured around the information you need to collect, the decisions you need to make, and the work you need to get done.
And there are a few different ways to approach this.
You can use AI to help fill in your templates, or use it alongside them to review information, explore ideas, and get more out of the documents you're already working with.
Here are five ways to get started.
1. Give AI the Template and Let It Interview You
This is a great starting point if you're wondering where to begin.
Instead of completing every field yourself, upload your Event Kit template to ChatGPT and ask it to walk you through the document.
For example:
“I've uploaded my Event Kit Event Brief Template. I want you to help me complete it. Ask me questions one section at a time, using the existing template headings. Help me turn my answers into professional content, and flag anything I haven't provided.”
Now you've got something a little more interactive than a blank document.
AI can ask about your event objectives, audience, budget, venue, and other details, then help you organise your answers into the right sections.
2. Keep Your Template Open and Ask for Help as You Go
You don't always need to upload an entire blank document.
Sometimes you're halfway through a template and just need help with one section.
Perhaps you're writing an event marketing plan and struggling to define your audience. Or you're developing a sponsorship proposal and need help articulating the benefits for potential partners.
Keep your template open and simple ask AI to work on that specific task.
For example:
“I'm completing the target audience section of my event marketing plan. Here's what I know about the event and the people we're trying to attract. Help me turn this into a clear audience profile.”
This is probably one of the simplest ways to start using AI without changing how you already work. Copy the result into your template, adjust it, and keep going.
3. Turn Your Messy Notes Into Something Useful
Here's one I really like.
You finish a client meeting with three pages of notes, a few unanswered questions and information scattered across several emails.
Rather than manually transferring everything into your planning documents, give AI your notes and the relevant Event Kit template.
Ask it to:
Sort the information under the correct template headings.
Draft content using the details you've provided.
Identify unanswered questions or missing information.
Flag anything that appears contradictory.
Create a short list of items you need to follow up.
You could use this approach with an event brief, supplier meeting notes, a site visit checklist or even a project planning document.
Just remember to check that you're authorised to share any client or personal information with the AI tool you're using.
4. Use AI as a Second Set of Eyes
This is where things get interesting, because AI doesn't have to fill in the template.
You might have already completed your event budget, run sheet or planning timeline. Now you want someone to look over it and help you think about what you might have missed.
For example:
Your Event Kit template: Event Run Sheet
What you could ask AI to do: Look for timing conflicts, missing transitions or unrealistic turnaround times.
Of course, AI doesn't know your caterer has a minimum three-hour setup requirement or that the venue allows deliveries through only one loading dock, but it will still provide a strong generalist analysis of your event timing.
And that's useful.
5. Get More Mileage Out of the Documents You've Already Created
Once you've completed a template, you probably have a considerable amount of valuable event information in one place.
Why keep starting from scratch every time you need something else? Your completed templates can become the source material for other tasks.
For example:
Event Run Sheet → Create a simplified schedule for volunteers or a briefing for the registration team.
Event Brief → Draft supplier enquiries, stakeholder updates or a client presentation.
Event Marketing Plan → Develop social media captions, campaign schedules or promotional emails.
Event Risk Assessment → Identify points that need to be communicated during relevant crew and supplier briefings.
Event Project Plan → Prepare a weekly progress update or a list of outstanding decisions.
The important part is telling AI who the new document is for and what information they actually need. For example, a volunteer doesn't need your entire production schedule, but they do need milestone set-up times.
You can use AI to extract and reorganise the relevant information without rewriting it all yourself.
A Few Things Worth Knowing Before You Start
You don't need complicated prompts to get started, but a few habits will make a difference.
Give it context. Event type, audience, venue, budget, dates and constraints all help AI produce something more relevant.
Tell it to use your template. Otherwise, it may decide to create an entirely different document.
Ask it to identify gaps. Keep missing information missing until you've confirmed it.
Work in sections when necessary. Large, complicated documents can be easier to manage one section at a time.
Check the output. Particularly calculations, timings, technical details, contracts and safety information.
Keep control of the final document. AI can help you prepare the information, but you're responsible for deciding what's accurate and appropriate for your event.
If you're using Microsoft Copilot with Word, Excel or PowerPoint, some of this work can happen directly within your document, depending on your version and available features.
With ChatGPT, you can upload supported files, work through the content together and, where supported, ask it to produce an updated document. Check that any generated file preserves the structure, formatting and formulas you need.
Need Some Inspiration for Prompts?
I've also put together 60+ AI Prompts for Event Planners, covering everything from budgets and run sheets to supplier communications, marketing, sponsorship and event operations.
Bookmark it for those moments when you know AI could help, but you're not quite sure what to ask.
Read 60+ AI Prompts for Event Planners
Read Why Templates Are the Secret to Powerful AI
Make the Most of the Tools You've Already Got
One of the biggest advantages of combining AI with Event Kit templates is that you don't have to choose between professional planning systems and new technology.
You've already got the structure. You've already got the examples, guidance and fields designed around real event planning.
Now you can use AI to process the information, connect documents, and take some repetitive work off your plate. You don't need sophisticated, custom-built event software to start experimenting with any of this.
A professional template, a little curiosity, and a few well-placed questions can take you surprisingly far.
Want to give it a try? Explore the Event Kit template collection and put AI to work on your next event.
Open the doors with confidence.
A hall full of exhibitors. One of you. There’s real satisfaction in seeing everyone set up and ready for business. Get a head start on your trade show with exhibitor manuals, planning schedules, budgets and logistics, plus practical guidance built in to help you think through the details. Give people the information they need—before your phone becomes the event day help desk.
Description
Trade Shows Kit
Designed for:
Corporate event planners and teams managing trade shows, exhibitions, expos and exhibitor activations.
Helps you:
Manage exhibitors, suppliers, budgets, timelines, travel and event logistics with professional planning tools built for trade shows and exhibitions.
What’s included:
EXCEL
• Accommodation and Travel Logistics
• Event Budget: Trade Shows
• Event Delivery Plan
• Event Plan Timeline: Trade Shows
• Event Run Sheet
• Event Signage Plan
• Exhibitor Project Planner
• Site Specifications for Trade Shows
PDF
• Event Run Sheet User Guide
• How to Pick the Perfect Event Venue
WORD
• Event Contact List
• Event Courier Label
• Event Kit Checklist
• Event Vendor Contract
• Exhibition Showbook
• Exhibitor Event Manual
• Exhibitor Invitation Email
• Exhibitor Invitation Proposal
• Vendor Event Manual
• Venue Comparison Chart: Corporate
• Venue Inspection Audit Checklist
Plus:
• Built-in planning tips and guidance notes
• AI prompts to help you work faster
Pairs well with:
Any collection in the shop. There's no wrong combination — grab what fits your events and build from there.
Note: This is a digital product. No physical item is shipped.
Customer Service
Within a few minutes of purchase, you’ll receive an email with a link to download your files. The download link expires after 24 hours. If you can’t find the email, please check your Spam or Junk folder.
Need help getting started?
Notes and instructions are built into our templates to give you structure, guidance and practical real-life examples. These are not blank templates. They’re designed to guide you as you use them.
Still got questions?
Template License
Event Kit templates are licensed for use by one business or sole operator. You can edit, customize and reuse them across every client, event, and project your business handles. Add your own branding, update colors and fonts, remove sections you don't need, and adapt the content to suit you.
Read full Template License
Bring that festival feeling to life.
It started with “let’s put on a festival.” Now you have permits, power requirements, vendors, stage schedules, and a field that needs to become an event site. Get practical planning templates and tools built for festivals and public events, plus guidance to turn the big idea into a detailed plan you can actually deliver.
Description
Community Festivals Planning Kit
Designed for:
Festival producers, community event organizers and event planners managing large-scale, public and outdoor events.
Helps you:
Manage budgets, permits, suppliers, programming, production and event-day logistics with professional templates built for community festivals and public events.
What’s included:
EXCEL
• Event Budget: Public Events and Festivals
• Event Delivery Plan
• Event Entertainment Bookings
• Event Equipment and Supplier Bookings
• Event Plan Timeline: Festivals
• Event Production Schedule
• Event Run of Show
• Event Signage Plan
• Site Specifications for Festivals
• Stage Program Plan
PDF
• Event Brief Writing Guide
• Event Timeline for Small Festivals
POWERPOINT
• Outdoor Event Site Map
WORD
• 12 Pre-Written Emails for Planning Public Events
• Event Brief
• Event Contact List
• Event Kit Checklist
• Event Management Plan
• Event Site Safety Checklist
• Lost Child Checklist
• Lost Property Logbook
• Outdoor Venue Audit Checklist
• Public Event Permit Checklist
• Vendor Event Manual
Plus:
• Built-in planning tips and guidance notes
• AI prompts to help you work faster
Pairs well with:
Any collection in the shop. There's no wrong combination — grab what fits your events and build from there.
Note: This is a digital product. No physical item is shipped.
Customer Service
Within a few minutes of purchase, you’ll receive an email with a link to download your files. The download link expires after 24 hours. If you can’t find the email, please check your Spam or Junk folder.
Need help getting started?
Notes and instructions are built into our templates to give you structure, guidance and practical real-life examples. These are not blank templates. They’re designed to guide you as you use them.
Still got questions?
Template License
Event Kit templates are licensed for use by one business or sole operator. You can edit, customize and reuse them across every client, event, and project your business handles. Add your own branding, update colors and fonts, remove sections you don't need, and adapt the content to suit you.
Read full Template License
Let the guests wonder how you pulled it off.
There’s a quiet satisfaction in watching your guests enjoy the glamorous night you’ve created. Behind it are seating plans, award cues, dinner service and a speech that absolutely must finish before dessert. Get gala-specific budgets, run sheets, cue sheets, and guest planning tools, plus practical guidance to help you coordinate the details behind a night that looks effortless. Our templates save you from endless searching and troubleshooting—and give you more reason to look forward to event day.
Description
Gala Event Planning & Awards Kit
Designed for:
Event planners producing gala dinners, awards nights, fundraising events and formal functions.
Helps you:
Keep every cue, course and celebration on schedule. Plan budgets, guests, seating, catering, stage programs and event-day delivery with professional templates built for gala and awards events.
What’s included:
EXCEL
• Awards Event Cue Sheet
• Banquet Event Order Catering Costs
• Event Budget: Gala Events
• Event Plan Timeline: Gala Events
• Event Run Sheet: Gala Events
• Event Signage Plan
• Guest List and RSVP
• Guest Seating Chart
• Stage Program Plan
PDF
• Audio Visual Tips to Improve Your Event
• Event Run Sheet User Guide
• Event Timeline for Gala Events
• Mood Board Strategy for Events
POWERPOINT
• Creative Event Plan Pitch Deck
WORD
• Awards Program Agenda Schedule Guide
• Banquet Event Order
• Event Contact List
• Event Kit Checklist
• Event Plan for Special Occasions
• Event Planning Questions for Functions
• Special Occasion Full Service Quote
• Venue Comparison Chart: Functions
Plus:
• Built-in planning tips and guidance notes
• AI prompts to help you work faster
Pairs well with:
Any collection in the shop. There's no wrong combination — grab what fits your events and build from there.
Note: This is a digital product. No physical item is shipped.
Customer Service
Within a few minutes of purchase, you’ll receive an email with a link to download your files. The download link expires after 24 hours. If you can’t find the email, please check your Spam or Junk folder.
Need help getting started?
Notes and instructions are built into our templates to give you structure, guidance and practical real-life examples. These are not blank templates. They’re designed to guide you as you use them.
Still got questions?
Template License
Event Kit templates are licensed for use by one business or sole operator. You can edit, customize and reuse them across every client, event, and project your business handles. Add your own branding, update colors and fonts, remove sections you don't need, and adapt the content to suit you.
Read full Template License
Lose the panic. Keep the butterflies.
The vows, the laughter, the look on their faces when it all comes together. You want room to take those moments in. Behind them are suppliers to brief, guests to seat and timings to bring together. Get wedding-specific budgets, run sheets, sample schedules, guest-planning tools, plus built-in practical guidance. Keep the details somewhere more reliable than your head. Give yourself space to be present on the day.
Description
Wedding Planning Kit
Designed for:
Wedding planners, event professionals and venues planning and delivering weddings and private celebrations.
Helps you:
When perfection feels non-negotiable. Manage budgets, timelines, guests, seating, catering and wedding-day logistics with professional templates built for smooth event delivery.
Included in this product:
EXCEL
• Banquet Event Order Catering Costs
• Event Budget: Weddings
• Event Plan Timeline: Weddings
• Event Run Sheet: Wedding Day
• Guest List and RSVP
• Guest Seating Chart
• Wedding Project Planner
PDF
• Audio Visual Tips to Improve Your Event
• Event Run Sheet User Guide
• Event Timeline for Weddings
• Mood Board Strategy for Events
POWERPOINT
• Creative Event Plan Pitch Deck
WORD
• Banquet Event Order
• Event Contact List
• Event Kit Checklist
• Event Photographer Contract
• Event Planning Questions for Functions
• Venue Comparison Chart: Functions
• Wedding Day Sample Schedules
• Wedding Planner Booking Form
• Wedding Planner Contract
• Wedding Planner Services Proposal Quote
• Wedding Venue Selection Checklist
• Weddings Simple To-Do Checklist
Plus:
• Built-in planning tips and guidance notes
• AI prompts to help you work faster
Pairs well with:
Any collection in the shop. There's no wrong combination — grab what fits your events and build from there.
Note: This is a digital product. No physical item is shipped.
Customer Service
Within a few minutes of purchase, you’ll receive an email with a link to download your files. The download link expires after 24 hours. If you can’t find the email, please check your Spam or Junk folder.
Need help getting started?
Notes and instructions are built into our templates to give you structure, guidance and practical real-life examples. These are not blank templates. They’re designed to guide you as you use them.
Still got questions?
Template License
Event Kit templates are licensed for use by one business or sole operator. You can edit, customize and reuse them across every client, event, and project your business handles. Add your own branding, update colors and fonts, remove sections you don't need, and adapt the content to suit you.
Read full Template License
→ If you found this useful, feel free to share it with a fellow event planner or your event network. They’ll appreciate you passing it on.
Related Reads
Here’s the thing about run sheets: the event will almost never run exactly to plan. How do you troubleshoot? You don't panic and rewrite the whole plan.
You don't need dozens of documents to keep an event organised. These seven simple event planning templates each have a clear job, helping you manage the important information from the first brief through to event day.
Starting a festival is exciting, but that’s only the beginning. Here are five things to consider before you commit, from scale and budget to your site, audience, and planning.
Meet Your Mentor
Rachella Thomas is an award-winning event producer with more than 26 years of experience delivering major events. Her work includes the Australian Open, Commonwealth Games Queen’s Baton Relay, Melbourne Food & Wine Festival, and other renowned large-scale events and festivals.
Rachella founded Event Kit, where she turns decades of professional event know-how into practical tools for event planners worldwide.
Learn More → ABOUT
Somehow, you’re the event planner now.
You said you’d organise it. Now you’re wondering where to start. Get the core planning documents for your brief, budget, timeline, risk assessment and run sheet, with expert guidance built in. Give yourself a professional starting point without spending any more of your evenings hitting dead ends searching for answers.
Description
Event Planning Starter Kit
Designed for:
Designed for new event planners who want a professional starting point without building every document from scratch.
Helps you:
When you’re new to events or just an occasional event organizer.
What’s included:
EXCEL
• Event Budget
• Event Plan Timeline
• Event Run Sheet
PDF
• Event Brief Writing Guide
• Event Plan Master Checklist
• Event Risk Management Guide
• Event Run Sheet User Guide
WORD
• Event Brief
• Event Risk Assessment Matrix
Plus:
• Built-in planning tips and guidance notes
• AI prompts to help you work faster
Pairs well with:
Any collection in the shop. There's no wrong combination — grab what fits your events and build from there.
Note: This is a digital product. No physical item is shipped.
Customer Service
Within a few minutes of purchase, you’ll receive an email with a link to download your files. The download link expires after 24 hours. If you can’t find the email, please check your Spam or Junk folder.
Need help getting started?
Notes and instructions are built into our templates to give you structure, guidance and practical real-life examples. These are not blank templates. They’re designed to guide you as you use them.
Still got questions?
Template License
Event Kit templates are licensed for use by one business or sole operator. You can edit, customize and reuse them across every client, event, and project your business handles. Add your own branding, update colors and fonts, remove sections you don't need, and adapt the content to suit you.
Read full Template License
Borrow my hindsight. Look forward to event day!
Skip the 3 am “what have I forgotten?” spiral. Get your planning under control with ready-made templates, practical examples and guidance built on 26+ years of real event experience. You don’t have to work it all out yourself.
These aren’t blank templates. We’ve done the groundwork so you can start your next event feeling like 80% of the planning is already done—and quickly make every template your own.
Description
Event Planning Essentials Kit
Designed for:
Event planners and professionals who want a complete, proven system to plan and manage an event from start to finish. This is Event Kit’s signature complete event-planning framework.
Helps you:
Manage an event's moving parts in one organized system, with professional templates for initial planning, coordination, and booking through to the day of the event and post-event.
What’s included:
EXCEL
• Event Budget
• Event Budget Detailed Forecast
• Event Delivery Plan
• Event Entertainment Bookings
• Event Equipment and Supplier Bookings
• Event Plan Timeline
• Event Project Management Plan
• Event Promotions Plan
• Event Run Sheet
• Event Signage Plan
PDF
• 13 Strategic Questions for Better Events
• Essential Event Terms Glossary
• Essentials Event Planning Guide
• Event Brief Writing Guide
• Event Plan Master Checklist
• Event Promotions Planning Guide
• Event Risk Management Guide
• Event Run Sheet User Guide
• Event Ticketing Pricing Guide
• Event Venue Bookings 10-Step Guide
• Event Venue Selection Cheat Sheet
WORD
• 12 Pre-Written Emails for Planning Public Events
• 90 Post-Event Survey Questions
• Event Brief
• Event Contact List
• Event Kit Checklist
• Event Risk Assessment Matrix
• Event Sign-in Sheet
• Event Signage Installation Checklist
• Post-Event Debrief Report
• Public Event Permit Checklist
Plus:
• Built-in planning tips and guidance notes
• AI prompts to help you work faster
Pairs well with:
Any collection in the shop. There's no wrong combination — grab what fits your events and build from there.
Note: This is a digital product. No physical item is shipped.
Customer Service
Within a few minutes of purchase, you’ll receive an email with a link to download your files. The download link expires after 24 hours. If you can’t find the email, please check your Spam or Junk folder.
Need help getting started?
Notes and instructions are built into our templates to give you structure, guidance and practical real-life examples. These are not blank templates. They’re designed to guide you as you use them.
Still got questions?
Template License
Event Kit templates are licensed for use by one business or sole operator. You can edit, customize and reuse them across every client, event, and project your business handles. Add your own branding, update colors and fonts, remove sections you don't need, and adapt the content to suit you.
Read full Template License
Decades of industry experience, now instantly yours.
$1,030 when purchased separately. Save $231 with the Pro Pack!
In one purchase, you get the entireEvent Kit collection! All 150+ templates, tools, and guides are packed into ready-to-use event planning kits, built on 26+ years of real event experience by award-winning event producer Rachella Thomas.
A conference enquiry today. A gala brief tomorrow. A client asking whether you can manage their exhibitors too. Have the tools ready for the work you want to win, with editable documents you can make your own and use across your events.
Description
Event Planning Pro Pack
Designed for:
Event agencies, consultants and professionals managing multiple clients, projects and event types who want a comprehensive library of proven planning tools.
Helps you:
Buy once. Be ready for whatever lands next. Build a professional event-planning system you can use across different clients and event types, without creating documents and processes from scratch.
What’s included:
• Essentials Kit
• Conferences Kit
• Trade Shows Kit
• Gala Events Kit
• Weddings Kit
• Festivals Kit
• Risk Management Kit
• Volunteers Kit
• Sponsorship Kit
• Event Planning Business Kit
Plus:
• Built-in planning tips and guidance notes
• AI prompts to help you work faster
Note: This is a digital product. No physical item is shipped.
Customer Service
Within a few minutes of purchase, you’ll receive an email with a link to download your files. The download link expires after 24 hours. If you can’t find the email, please check your Spam or Junk folder.
Need help getting started?
Notes and instructions are built into our templates to give you structure, guidance and practical real-life examples. These are not blank templates. They’re designed to guide you as you use them.
Still got questions?
Template License
Event Kit templates are licensed for use by one business or sole operator. You can edit, customize and reuse them across every client, event, and project your business handles. Add your own branding, update colors and fonts, remove sections you don't need, and adapt the content to suit you.
Read full Template License
Get your conference day planning under control.
There’s something satisfying about watching a room fill for an event you’ve planned. The speakers know their cues. The breakout rooms are ready. The program you spent weeks pulling together is happening around you. You’ve done it. Get a head start on your conference planning with ready-to-edit tools for budgets, speakers, schedules and logistics, plus practical guidance to help you think through the details. Give yourself more time to bring it all together—and more reason to enjoy the process.
Description
Conference Planning Kit
Designed for:
Conference organizers, associations and corporate event teams planning professional conferences, meetings and business events.
Helps you:
Manage conference schedules, speakers, travel, budgets, logistics and event-day delivery with a proven set of professional planning tools.
What’s included:
EXCEL
• Accommodation and Travel Logistics
• Conference Cue Sheet
• Event Budget: Conferences
• Event Delivery Plan
• Event Plan Timeline: Conferences
• Event Run Sheet: Conferences
• Event Signage Plan
PDF
• Audio Visual Tips to Improve Your Event
• Event Run Sheet User Guide
• Event Timeline for Conferences
• How to Pick the Perfect Event Venue
WORD
• 7 Pre-Written Emails for Conference Speaker Management
• Conference Program Agenda Schedule
• Conference Showbook
• Conference Work in Progress
• Event Contact List
• Event Courier Label
• Event Kit Checklist
• Event Vendor Contract
• Vendor Event Manual
• Venue Comparison Chart: Corporate
• Venue Inspection Audit Checklist
Plus:
• Built-in planning tips and guidance notes
• AI prompts to help you work faster
Pairs well with:
Any collection in the shop. There's no wrong combination — grab what fits your events and build from there.
Note: This is a digital product. No physical item is shipped.
Customer Service
Within a few minutes of purchase, you’ll receive an email with a link to download your files. The download link expires after 24 hours. If you can’t find the email, please check your Spam or Junk folder.
Need help getting started?
Notes and instructions are built into our templates to give you structure, guidance and practical real-life examples. These are not blank templates. They’re designed to guide you as you use them.
Still got questions?
Template License
Event Kit templates are licensed for use by one business or sole operator. You can edit, customize and reuse them across every client, event, and project your business handles. Add your own branding, update colors and fonts, remove sections you don't need, and adapt the content to suit you.
Read full Template License
Open the doors with confidence.
A hall full of exhibitors. One of you. There’s real satisfaction in seeing everyone set up and ready for business. Get a head start on your trade show with exhibitor manuals, planning schedules, budgets and logistics, plus practical guidance built in to help you think through the details. Give people the information they need—before your phone becomes the event day help desk.
Description
Trade Shows Kit
Designed for:
Corporate event planners and teams managing trade shows, exhibitions, expos and exhibitor activations.
Helps you:
Manage exhibitors, suppliers, budgets, timelines, travel and event logistics with professional planning tools built for trade shows and exhibitions.
What’s included:
EXCEL
• Accommodation and Travel Logistics
• Event Budget: Trade Shows
• Event Delivery Plan
• Event Plan Timeline: Trade Shows
• Event Run Sheet
• Event Signage Plan
• Exhibitor Project Planner
• Site Specifications for Trade Shows
PDF
• Event Run Sheet User Guide
• How to Pick the Perfect Event Venue
WORD
• Event Contact List
• Event Courier Label
• Event Kit Checklist
• Event Vendor Contract
• Exhibition Showbook
• Exhibitor Event Manual
• Exhibitor Invitation Email
• Exhibitor Invitation Proposal
• Vendor Event Manual
• Venue Comparison Chart: Corporate
• Venue Inspection Audit Checklist
Plus:
• Built-in planning tips and guidance notes
• AI prompts to help you work faster
Pairs well with:
Any collection in the shop. There's no wrong combination — grab what fits your events and build from there.
Note: This is a digital product. No physical item is shipped.
Customer Service
Within a few minutes of purchase, you’ll receive an email with a link to download your files. The download link expires after 24 hours. If you can’t find the email, please check your Spam or Junk folder.
Need help getting started?
Notes and instructions are built into our templates to give you structure, guidance and practical real-life examples. These are not blank templates. They’re designed to guide you as you use them.
Still got questions?
Template License
Event Kit templates are licensed for use by one business or sole operator. You can edit, customize and reuse them across every client, event, and project your business handles. Add your own branding, update colors and fonts, remove sections you don't need, and adapt the content to suit you.
Read full Template License
Bring that festival feeling to life.
It started with “let’s put on a festival.” Now you have permits, power requirements, vendors, stage schedules, and a field that needs to become an event site. Get practical planning templates and tools built for festivals and public events, plus guidance to turn the big idea into a detailed plan you can actually deliver.
Description
Community Festivals Planning Kit
Designed for:
Festival producers, community event organizers and event planners managing large-scale, public and outdoor events.
Helps you:
Manage budgets, permits, suppliers, programming, production and event-day logistics with professional templates built for community festivals and public events.
What’s included:
EXCEL
• Event Budget: Public Events and Festivals
• Event Delivery Plan
• Event Entertainment Bookings
• Event Equipment and Supplier Bookings
• Event Plan Timeline: Festivals
• Event Production Schedule
• Event Run of Show
• Event Signage Plan
• Site Specifications for Festivals
• Stage Program Plan
PDF
• Event Brief Writing Guide
• Event Timeline for Small Festivals
POWERPOINT
• Outdoor Event Site Map
WORD
• 12 Pre-Written Emails for Planning Public Events
• Event Brief
• Event Contact List
• Event Kit Checklist
• Event Management Plan
• Event Site Safety Checklist
• Lost Child Checklist
• Lost Property Logbook
• Outdoor Venue Audit Checklist
• Public Event Permit Checklist
• Vendor Event Manual
Plus:
• Built-in planning tips and guidance notes
• AI prompts to help you work faster
Pairs well with:
Any collection in the shop. There's no wrong combination — grab what fits your events and build from there.
Note: This is a digital product. No physical item is shipped.
Customer Service
Within a few minutes of purchase, you’ll receive an email with a link to download your files. The download link expires after 24 hours. If you can’t find the email, please check your Spam or Junk folder.
Need help getting started?
Notes and instructions are built into our templates to give you structure, guidance and practical real-life examples. These are not blank templates. They’re designed to guide you as you use them.
Still got questions?
Template License
Event Kit templates are licensed for use by one business or sole operator. You can edit, customize and reuse them across every client, event, and project your business handles. Add your own branding, update colors and fonts, remove sections you don't need, and adapt the content to suit you.
Read full Template License
Let the guests wonder how you pulled it off.
There’s a quiet satisfaction in watching your guests enjoy the glamorous night you’ve created. Behind it are seating plans, award cues, dinner service and a speech that absolutely must finish before dessert. Get gala-specific budgets, run sheets, cue sheets, and guest planning tools, plus practical guidance to help you coordinate the details behind a night that looks effortless. Our templates save you from endless searching and troubleshooting—and give you more reason to look forward to event day.
Description
Gala Event Planning & Awards Kit
Designed for:
Event planners producing gala dinners, awards nights, fundraising events and formal functions.
Helps you:
Keep every cue, course and celebration on schedule. Plan budgets, guests, seating, catering, stage programs and event-day delivery with professional templates built for gala and awards events.
What’s included:
EXCEL
• Awards Event Cue Sheet
• Banquet Event Order Catering Costs
• Event Budget: Gala Events
• Event Plan Timeline: Gala Events
• Event Run Sheet: Gala Events
• Event Signage Plan
• Guest List and RSVP
• Guest Seating Chart
• Stage Program Plan
PDF
• Audio Visual Tips to Improve Your Event
• Event Run Sheet User Guide
• Event Timeline for Gala Events
• Mood Board Strategy for Events
POWERPOINT
• Creative Event Plan Pitch Deck
WORD
• Awards Program Agenda Schedule Guide
• Banquet Event Order
• Event Contact List
• Event Kit Checklist
• Event Plan for Special Occasions
• Event Planning Questions for Functions
• Special Occasion Full Service Quote
• Venue Comparison Chart: Functions
Plus:
• Built-in planning tips and guidance notes
• AI prompts to help you work faster
Pairs well with:
Any collection in the shop. There's no wrong combination — grab what fits your events and build from there.
Note: This is a digital product. No physical item is shipped.
Customer Service
Within a few minutes of purchase, you’ll receive an email with a link to download your files. The download link expires after 24 hours. If you can’t find the email, please check your Spam or Junk folder.
Need help getting started?
Notes and instructions are built into our templates to give you structure, guidance and practical real-life examples. These are not blank templates. They’re designed to guide you as you use them.
Still got questions?
Template License
Event Kit templates are licensed for use by one business or sole operator. You can edit, customize and reuse them across every client, event, and project your business handles. Add your own branding, update colors and fonts, remove sections you don't need, and adapt the content to suit you.
Read full Template License
Lose the panic. Keep the butterflies.
The vows, the laughter, the look on their faces when it all comes together. You want room to take those moments in. Behind them are suppliers to brief, guests to seat and timings to bring together. Get wedding-specific budgets, run sheets, sample schedules, guest-planning tools, plus built-in practical guidance. Keep the details somewhere more reliable than your head. Give yourself space to be present on the day.
Description
Wedding Planning Kit
Designed for:
Wedding planners, event professionals and venues planning and delivering weddings and private celebrations.
Helps you:
When perfection feels non-negotiable. Manage budgets, timelines, guests, seating, catering and wedding-day logistics with professional templates built for smooth event delivery.
Included in this product:
EXCEL
• Banquet Event Order Catering Costs
• Event Budget: Weddings
• Event Plan Timeline: Weddings
• Event Run Sheet: Wedding Day
• Guest List and RSVP
• Guest Seating Chart
• Wedding Project Planner
PDF
• Audio Visual Tips to Improve Your Event
• Event Run Sheet User Guide
• Event Timeline for Weddings
• Mood Board Strategy for Events
POWERPOINT
• Creative Event Plan Pitch Deck
WORD
• Banquet Event Order
• Event Contact List
• Event Kit Checklist
• Event Photographer Contract
• Event Planning Questions for Functions
• Venue Comparison Chart: Functions
• Wedding Day Sample Schedules
• Wedding Planner Booking Form
• Wedding Planner Contract
• Wedding Planner Services Proposal Quote
• Wedding Venue Selection Checklist
• Weddings Simple To-Do Checklist
Plus:
• Built-in planning tips and guidance notes
• AI prompts to help you work faster
Pairs well with:
Any collection in the shop. There's no wrong combination — grab what fits your events and build from there.
Note: This is a digital product. No physical item is shipped.
Customer Service
Within a few minutes of purchase, you’ll receive an email with a link to download your files. The download link expires after 24 hours. If you can’t find the email, please check your Spam or Junk folder.
Need help getting started?
Notes and instructions are built into our templates to give you structure, guidance and practical real-life examples. These are not blank templates. They’re designed to guide you as you use them.
Still got questions?
Template License
Event Kit templates are licensed for use by one business or sole operator. You can edit, customize and reuse them across every client, event, and project your business handles. Add your own branding, update colors and fonts, remove sections you don't need, and adapt the content to suit you.
Read full Template License
Have an answer when “what if” happens.
Your brain has already imagined half a dozen ways things could go wrong. Give those worries a structured next step with risk assessments, planning checklists, emergency scripts, and incident-reporting tools. Practical guidance helps you identify what needs attention and document how you’ll manage it—so you can approach event day knowing you’ve thought ahead.
Description
Event Risk Management Kit
Designed for:
Event planners and professionals responsible for risk assessments, safety planning, emergency procedures and incident management at events.
Helps you:
Plan for the worst. Hope for the best. Identify, assess and manage event risks with professional templates for risk assessments, safety controls, emergency planning and incident reporting.
What’s included:
PDF
• Event Risk Management Guide
• Key Risks for Public Events and Festivals
POWERPOINT
• Event Volunteer Safety Briefing Presentation
WORD
• Emergency Announcement Scripts
• Event Incident Report
• Event Management Plan
• Event Risk Alcohol Safety Checklist
• Event Risk Assessment Matrix
• Event Risk Controls Checklist
• Event Risk Management Plan
• Event Risk Planning Checklist
• Event Risk Pre-Open Checklist
• Event Risk Stage Safety Checklist
• Event Site Safety Checklist
• Lost Child Checklist
• Lost Property Logbook
Plus:
• Built-in planning tips and guidance notes
• AI prompts to help you work faster
Pairs well with:
Any collection in the shop. There's no wrong combination — grab what fits your events and build from there.
Note: This is a digital product. No physical item is shipped.
Customer Service
Within a few minutes of purchase, you’ll receive an email with a link to download your files. The download link expires after 24 hours. If you can’t find the email, please check your Spam or Junk folder.
Need help getting started?
Notes and instructions are built into our templates to give you structure, guidance and practical real-life examples. These are not blank templates. They’re designed to guide you as you use them.
Still got questions?
Template License
Event Kit templates are licensed for use by one business or sole operator. You can edit, customize and reuse them across every client, event, and project your business handles. Add your own branding, update colors and fonts, remove sections you don't need, and adapt the content to suit you.
Read full Template License
You deserve professional backup.
“Happy to help!” Brilliant. Now what? A team of willing volunteers can make all the difference—but organising their roles, rosters, and first shifts is another job on your already full list. Get recruitment, communication and briefing tools to give your volunteers a clear place to start, without building the whole volunteer program yourself. Help them arrive ready to contribute so you can feel the relief of having more hands on deck.
Description
Volunteer Management Kit
Designed for:
Event planners, festival producers and organizations recruiting and managing volunteer teams for events.
Helps you:
Build a volunteer team that’s informed and ready. Recruit, organize and manage event volunteers with professional templates for applications, rosters, policies, communications, agreements and safety briefings.
What’s included:
EXCEL
• Event Volunteer Applications Register
• Event Volunteer Roster
PDF
• Event Volunteer Application Form Guide
• Event Volunteer Management Guide
• How to Build an Event Volunteer Policy
• Recruiting Volunteers for Events
POWERPOINT
• Event Volunteer Safety Briefing Presentation
WORD
• 7 Pre-Written Emails for Event Volunteer Management
• Event Sign-in Sheet
• Event Volunteer Agreement
• Event Volunteer Application Form
• Event Volunteer Attendance Register
• Event Volunteer Certificate
• Event Volunteer Expectations Statement
• Event Volunteer Manual
• Event Volunteer Medical Form
• Event Volunteer Position Description
• Event Volunteer Safety Induction Checklist
• Event Volunteer Safety Induction Register
• Event Volunteer Waiver Form
Plus:
• Built-in planning tips and guidance notes
• AI prompts to help you work faster
Pairs well with:
Any collection in the shop. There's no wrong combination — grab what fits your events and build from there.
Note: This is a digital product. No physical item is shipped.
Customer Service
Within a few minutes of purchase, you’ll receive an email with a link to download your files. The download link expires after 24 hours. If you can’t find the email, please check your Spam or Junk folder.
Need help getting started?
Notes and instructions are built into our templates to give you structure, guidance and practical real-life examples. These are not blank templates. They’re designed to guide you as you use them.
Still got questions?
Template License
Event Kit templates are licensed for use by one business or sole operator. You can edit, customize and reuse them across every client, event, and project your business handles. Add your own branding, update colors and fonts, remove sections you don't need, and adapt the content to suit you.
Read full Template License
Win more sponsors!
You know your event is worth backing. Now give that target company a reason to agree. What do you offer them? How do you package it? And how do you make the pitch compelling? Start with our ready-to-use sponsorship package ideas, presentation template, and easy-to-use tracking tools to keep the sponsors you win organized. Put a stronger offer on the table—and look forward to that yes!
Description
Event Sponsorship Kit
Designed for:
Event planners, producers and organizations seeking sponsors, commercial partners and event funding.
Helps you:
Give potential sponsors a reason to say yes. Create professional sponsorship packages, proposals and agreements that clearly communicate your event’s value to potential sponsors.
What’s included:
EXCEL
• Sponsor Benefits Schedule
PDF
• How to Build Event Sponsor Packages
POWERPOINT
• Event Sponsorship Proposal Deck
• Creative Event Plan Pitch Deck
WORD
• Event Sponsorship Agreement
Plus:
• Built-in planning tips and guidance notes
• AI prompts to help you work faster
Pairs well with:
Any collection in the shop. There's no wrong combination — grab what fits your events and build from there.
Note: This is a digital product. No physical item is shipped.
Customer Service
Within a few minutes of purchase, you’ll receive an email with a link to download your files. The download link expires after 24 hours. If you can’t find the email, please check your Spam or Junk folder.
Need help getting started?
Notes and instructions are built into our templates to give you structure, guidance and practical real-life examples. These are not blank templates. They’re designed to guide you as you use them.
Still got questions?
Template License
Event Kit templates are licensed for use by one business or sole operator. You can edit, customize and reuse them across every client, event, and project your business handles. Add your own branding, update colors and fonts, remove sections you don't need, and adapt the content to suit you.
Read full Template License
Your dream. Open for business.
Your name on the proposal. Your first client saying yes. An event you’re proud to call your own. That’s what you imagined when you decided to start an event business. Give that ambition a practical foundation with ready-to-use tools for pricing, proposals, contracts, invoices and client meetings, plus guidance to help you put them to work. Build towards the moment “I’d love to do this for a living” becomes “this is what I do.”
Description
Event Planning Business Kit
Designed for:
Freelance event planners, consultants and event professionals starting, managing or growing their own event planning business.
Helps you:
Build the event business you imagined when you started. Run the business behind your events with professional tools for pricing, quoting, client management, project planning, finances and day-to-day operations.
What’s included:
EXCEL
• Client Income Tracker
• Day Rate Calculator
• Event Budget Client Presentation
• Event Planning Gantt Chart
• Event Project Fee Estimator
• Event Services Quote
• Event Services Tax Invoice
• Event Team Work in Progress
• Project Management High Level
• Project Planning Calendar
PDF
• 5 Simple Ways to Get More Clients
• Annual Event Business Checklist
• Event Manager’s Task Planner
• Event Services Fee Pricing Guide
POWERPOINT
• Event Management Service Proposal
• Event Services Pitch Proposal Deck
WORD
• 20 Pre-Written Emails to Win More Clients
• Client Reverse Brief
• Event Photographer Contract
• Event Services Contract
• Event Team Meeting Agenda
• Event Team Meeting Minutes
• Event Vendor Contract
• Photograph Release Form
• Post-Event Client Debrief Report
• Wedding Planner Contract
Plus:
• Built-in planning tips and guidance notes
• AI prompts to help you work faster
Pairs well with:
Any collection in the shop. There's no wrong combination — grab what fits your events and build from there.
Note: This is a digital product. No physical item is shipped.
Customer Service
Within a few minutes of purchase, you’ll receive an email with a link to download your files. The download link expires after 24 hours. If you can’t find the email, please check your Spam or Junk folder.
Need help getting started?
Notes and instructions are built into our templates to give you structure, guidance and practical real-life examples. These are not blank templates. They’re designed to guide you as you use them.
Still got questions?
Template License
Event Kit templates are licensed for use by one business or sole operator. You can edit, customize and reuse them across every client, event, and project your business handles. Add your own branding, update colors and fonts, remove sections you don't need, and adapt the content to suit you.
Read full Template License
Want to try Event Kit?
Get a professional Event Run Sheet template for free!
Popular Reads
60+ practical AI prompts for event planning, including budgets, run sheets, risk management, timelines, venues, emails and more.
Five practical ways to use AI with your Event Kit templates, from completing documents and organising event information to reviewing plans and creating supporting materials.
There's a lot of sophisticated event management software out there. But after 26+ years in events, I still believe some of the most useful planning tools are the simplest.
How we use ChatGPT for event planning, from brainstorming creative ideas to marketing, event operations and working with templates.
Get your conference day planning under control.
There’s something satisfying about watching a room fill for an event you’ve planned. The speakers know their cues. The breakout rooms are ready. The program you spent weeks pulling together is happening around you. You’ve done it. Get a head start on your conference planning with ready-to-edit tools for budgets, speakers, schedules and logistics, plus practical guidance to help you think through the details. Give yourself more time to bring it all together—and more reason to enjoy the process.
Description
Conference Planning Kit
Designed for:
Conference organizers, associations and corporate event teams planning professional conferences, meetings and business events.
Helps you:
Manage conference schedules, speakers, travel, budgets, logistics and event-day delivery with a proven set of professional planning tools.
What’s included:
EXCEL
• Accommodation and Travel Logistics
• Conference Cue Sheet
• Event Budget: Conferences
• Event Delivery Plan
• Event Plan Timeline: Conferences
• Event Run Sheet: Conferences
• Event Signage Plan
PDF
• Audio Visual Tips to Improve Your Event
• Event Run Sheet User Guide
• Event Timeline for Conferences
• How to Pick the Perfect Event Venue
WORD
• 7 Pre-Written Emails for Conference Speaker Management
• Conference Program Agenda Schedule
• Conference Showbook
• Conference Work in Progress
• Event Contact List
• Event Courier Label
• Event Kit Checklist
• Event Vendor Contract
• Vendor Event Manual
• Venue Comparison Chart: Corporate
• Venue Inspection Audit Checklist
Plus:
• Built-in planning tips and guidance notes
• AI prompts to help you work faster
Pairs well with:
Any collection in the shop. There's no wrong combination — grab what fits your events and build from there.
Note: This is a digital product. No physical item is shipped.
Customer Service
Within a few minutes of purchase, you’ll receive an email with a link to download your files. The download link expires after 24 hours. If you can’t find the email, please check your Spam or Junk folder.
Need help getting started?
Notes and instructions are built into our templates to give you structure, guidance and practical real-life examples. These are not blank templates. They’re designed to guide you as you use them.
Still got questions?
Template Manual
FAQs
Contact Us
Template License
Event Kit templates are licensed for use by one business or sole operator. You can edit, customize and reuse them across every client, event, and project your business handles. Add your own branding, update colors and fonts, remove sections you don't need, and adapt the content to suit you.
Read full Template License