Event Planning Workflow for Hospitality & Tourism

# Event Planning Workflow - Hospitality & Tourism

## Purpose
Use for conferences, workshops, client events, or team offsites to coordinate all moving parts and stay on schedule.

## When to Use
A phased event planning workflow covering venue selection, vendor coordination, marketing, registration, day-of logistics, and post-event follow-up.

## Instructions
1. Review the template below and familiarise yourself with the structure
2. Replace all [bracketed placeholders] with your hospitality & tourism business details
3. Customise the tone and formatting to match your brand
4. Save in your preferred tool (Asana or Mailchimp)

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## Event Planning Workflow

### Trigger
Decision made to host an event (conference, workshop, client function, team offsite, or community event).

### Steps

**Step 1: Define Event Objectives** (Owner: Event Lead) - 12+ weeks before event
Document the event purpose, target audience, expected attendance, budget, date options, and success metrics. Obtain sign-off from the Director or sponsor. Create the event project in Asana.
- Tool: Asana + Notion
- Output: Event brief approved, project created

**Step 2: Secure Venue** (Owner: Event Lead) - 10-12 weeks before
Research and shortlist 3-5 venues that meet requirements (capacity, location, AV facilities, catering options, accessibility). Visit top options, request quotes, and negotiate terms. Confirm and book the preferred venue.
- Tool: Asana + Email
- Output: Venue confirmed and deposit paid

**Step 3: Plan the Programme** (Owner: Event Lead) - 8-10 weeks before
Design the event agenda: keynote speakers, panel sessions, workshops, networking breaks, and social activities. Confirm speakers and panellists. Draft the run sheet with specific timings.
- Tool: Notion + Asana
- Output: Programme finalised, speakers confirmed

**Step 4: Coordinate Vendors** (Owner: Event Lead) - 8-10 weeks before
Engage and brief all vendors: caterer, AV provider, photographer, florist, entertainment, and any other suppliers. Confirm quotes, timelines, and delivery requirements. Add vendor deadlines to Asana.
- Tool: Asana + Email
- Output: All vendors engaged and confirmed

**Step 5: Set Up Registration** (Owner: Marketing Lead) - 6-8 weeks before
Create the event registration page. Set up ticket types (if applicable), early bird pricing, and attendee information fields. Test the registration flow end-to-end. Connect to the email marketing platform for confirmations.
- Tool: Registration platform + Mailchimp
- Output: Registration live and tested

**Step 6: Launch Promotion** (Owner: Marketing Lead) - 6-8 weeks before
Create the event marketing plan: email invitations, social media posts, website listing, partner cross-promotion, and paid advertising (if applicable). Schedule email campaigns in Mailchimp. Begin social media promotion.
- Tool: Mailchimp + social media platforms + Slack
- Output: Marketing campaign launched across all channels

> Decision Point: At 4 weeks before the event, review registration numbers against target. If below 50% of target, increase promotion efforts. If above 80% of target, consider capacity management.

**Step 7: Manage Registrations** (Owner: Event Lead) - Ongoing
Monitor registration numbers daily. Send reminder emails to registered attendees. Handle special requests (dietary, accessibility, group bookings). Send pre-event information pack 1 week before.
- Tool: Mailchimp + registration platform
- Output: Registrations managed, pre-event communication sent

**Step 8: Finalise Logistics** (Owner: Event Lead) - 1-2 weeks before
Confirm all vendor arrangements. Finalise the seating plan, signage, name badges, and printed materials. Prepare the event kit (registration desk supplies, speaker gifts, emergency contacts). Conduct a venue walkthrough.
- Tool: Asana
- Output: All logistics confirmed and prepared

**Step 9: Brief the Event Team** (Owner: Event Lead) - 2-3 days before
Brief all team members and volunteers on their roles, the run sheet, emergency procedures, and communication channels. Distribute the contact list and venue map. Ensure everyone knows the point of escalation.
- Tool: Slack + Asana
- Output: Team briefed and roles confirmed

**Step 10: Execute Event Day** (Owner: Event Lead + Full Team) - Event day
Arrive early for setup. Conduct final checks on AV, catering, signage, and registration. Run the event according to the run sheet. Handle issues as they arise, documenting any incidents or feedback.
- Tool: Slack (real-time coordination)
- Output: Event executed successfully

**Step 11: Post-Event Follow-Up** (Owner: Event Lead + Marketing) - Within 3 business days
Send thank-you emails to all attendees, speakers, and sponsors. Include a feedback survey. Share event photos and highlights on social media. Collect all vendor invoices.
- Tool: Mailchimp + social media
- Output: Follow-up emails sent, survey distributed

**Step 12: Evaluate and Report** (Owner: Event Lead) - Within 2 weeks
Compile the post-event report: attendance figures, budget vs actual spend, survey results, media coverage, and key takeaways. Present to the sponsor or management team. Document lessons learnt for future events.
- Tool: Notion + Asana
- Output: Post-event report completed, lessons documented

### Completion Criteria
- [ ] Event objectives defined and approved
- [ ] Venue secured and all vendors confirmed
- [ ] Registration set up and promoted
- [ ] Logistics finalised and team briefed
- [ ] Event executed per run sheet
- [ ] Post-event follow-up completed within 3 business days
- [ ] Evaluation report presented to sponsor

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**Complexity:** advanced | **Setup time:** 30 minutes | **Tools:** Asana, Mailchimp, Slack

Note: This template has been tailored for hospitality & tourism businesses in Australia. Adjust terminology and compliance references to match your specific context.