What if, as an event planner, you had event planning templates that saved you time, money and helped you build your reputation?
That helped you not just plan an event, but protected you from unwanted situations like clients not paying or venues canceling your booking?
Situations that derail your event and your event business.
Today, I’m sharing 3 ways event planning templates help you save time, save money, and build your reputation. I’ve even got a juicy story to share from a community member who had a friend back out of a contracted event, and how the event planner handled it.
Top 3 Ways Event Planning Templates Help You
If you’ve been looking for ways to improve your event skills (or business), this is for you…
1 – Time
When planning an event, what’s the best way to ensure you have everything you need to be successful?
One of the first steps to any good plan is creating a checklist to ensure that the event goes off without a hitch.
Sounds easy enough, right?
The catch is that this checklist can quickly grow into an unmanageable beast. The more you write, the more complex it becomes until it resembles something more like the flow chart you learned to create in elementary school than the simple checklist you set out to create. You swore you’d never have to look at that beastly flow chart again, and the good news is — you don’t have to!
One of the most coveted pieces of any event planning template worth having is checklists, and not to brag — but mine has 8! Yes, there is a lot that goes into planning events.
Your time is the biggest investment that you will pour into event planning. According to Eventbrite, the four main components to event planning include:
- Event Preparation
- Event Promotion
- On-site Event Management
- Post-event Review
As you can see, planning an event requires a lot of time, energy, and organization. There are a lot of moving pieces, so anything you can do to help yourself stay on top of things is key to your success.
Saving time isn’t just beneficial for your mental health and wellbeing, but it’s good for your client(s) as well — because time is money! If you are charging $100 an hour and can save 15 hours a week by using tried & true event planning templates, that will reflect well on you!
When you can get things done faster, quicker, and better than the competition, you will become the go-to event guru, which will make you more money in the end!
2 – Money
In addition to landing more gigs, there are several ways that sourcing a good event planning template can save you money, and protecting yourself against possible lawsuits is one of them.
Unfortunately, lawsuits are a real risk to any business. Fortunately, there is a solution!
My event planning templates have all the contracts you need to help you avoid unforeseen circumstances, which are covered under contacts.
Do you know how much a single contract costs through a lawyer were you to go out and purchase it yourself? When I was looking around, (spending time — a precious resource), I found that a simple contract starts at around $350, and goes up to $1,000.
Don’t think you need contracts? Ask yourself:
- How do I get paid? 50% upfront and 50% the day of the event?
- What is the agreed upon cost, and how do I prove it?
- What if I incur expenses that need to be reimbursed?
- What happens if the scope of the event changes?
- What happens if I can’t fulfill the services promised?
- What happens if the doves fly away before the ceremony?
- What if Covid restrictions make the event shut down?
- Who is responsible if the bride doesn’t show up?
Okay, so I can’t actually help with the last one, but the other concerns can be addressed through a contract, or multiple contracts depending on who the point of contact is for all associated trades, services, and venues.
Fortunately, The Event Toolkit Bundle Pro includes easy-to-understand, customizable, lawyer-created contracts that’ll protect your services, income, and your reputation. You’ll get a client service agreement, a vendor service agreement, and a non-disclosure agreement.
And that’s just a fraction of what you’ll get with these event planning templates!
So, contracts are a way to cover yourself and potentially save money, but how do you secure more money for your events?
You can secure more money by perfecting the art of landing Sponsorships!
As you know, people are willing to help pay for your event for various levels of sponsorship benefits including benefits like:
- VIP passes, vendor booth(s)
- brand exposure
- free samples
- promotional materials
- And more…
Getting sponsorships doesn’t just benefit you financially, but it also helps expand the reach and increases your events exposure, and establishes stronger credibility.
But how do you increase your chances of landing the sponsors you reach out to? Are you saying the right things at the right time to the right people?
A well-laid out Sponsorship Package can make all the difference!
My Sponsorship Toolkit lays out the necessary steps to establishing and building long-lasting relationships with sponsors that are right for your event. The kit includes:
- Two Contract Templates
- A Sponsorship Request Letter
- A Sponsorship Letter
- A Sponsor Package
- A Guide including a map outlining the different stages and steps of securing sponsors
3 – Reputation
Event planning templates can help you identify and avoid potentially reputation-damaging situations.
Let me share an example of how this can happen (from the most unexpected source — a friend) and how it could have been avoided.
A fellow event planner in our Facebook group (let’s call her Jane) took on a new client, who was also a friend (we’ll call her Sarah), to plan her 2022 wedding.
A month later “Sarah” got upset that Jane didn’t attend another friend’s event…Jane didn’t go because the friend hadn’t paid her for a backdrop.
Sarah reached out via email saying she’d like a refund on her deposit because she didn’t like the way Jane handled their mutual friend.
Jane responded that she could not refund her because her date has been booked since April. She also let her know that a disagreement between friends was not grounds to terminate her contract.
What do you think? If she decides to sue Jane, do you think she has a case?
Here are some responses she got from our community —
#1 –” I would not provide a full refund. Because they are my friend I would possibly do a partial refund.”
#2 – “Given the timeline, well over a year out, I would, even if to not have to deal with her, and perhaps the good will would change the tone. Once the hurt feeling subside it will be remembered that you were the bigger person….this is positive advertising….v. hurt feelings & hurt budget. This will be poor advertising.”
#3 (and I agree with this one!) – “There needs to be some sort of refund .. your reputation is worth more than a few dollars … the event was not cancelled as per the notation is your contract .. the service was cancelled which there is no notation In Your contact that speaks to that.”
Question: What would you do? Would you offer a refund or stand by your contract?
Contacts can help you out of a legal situation, but what do you do with an unhappy (former) client so they don’t damage your reputation by telling a slanted version of the story all around town and all over the internet?
An NDA (Non-Disclosure Agreement) not only helps protect trade secrets but can also be used to protect you against the former client disclosing information about resolved agreements.
Why does this matter?
Word of mouth is important!
This is — again — where you save money because word of mouth is the least expensive (and best) form of advertising.
The more events you plan and run, the easier it will become. Especially if you have all the tools in your toolkit from the start. In addition to checklists, contacts, and NDA’s, there’s another important document that you’ll need.
Imagine running an event, and it’s an amazing success…
You want to share it with the world, and what better way to do so than sharing the professional photos and videos you paid for?
There’s a lot of people in your photos, and not a single one of them has agreed to have their image shared on a website, social media account, billboard, or email blast.
Did you know that you need to either get everyone in your event photos to sign a Photo Release?
Of course, under certain circumstances, you could also use a “Crowd Notice Photo Release,” but when and where you can use this can be complicated. A Photo Release is your best and safest bet.
Different events, event planners, companies, and clients have different needs. Therefore, a lot of businesses will offer a variety of packages, containing an array of information.
That’s where years of experience have helped me cherry-pick the best of the best for everything you need to plan any event, including:
- Event Contracts
- Sponsorship Templates, and
- Event Planning Templates
Event planning templates are a tried and true way to save you time and money while helping build your reputation, so what are you waiting for?