EVENT BRIEF
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Yesterday
Learning Objective:
• Define an event brief
• Interpret an event brief
• Write your own event brief/ concept paper
What is an event brief?
An event brief is a complete overview of the event you are planning to run. It is
written before any practical plans are made and long before the date of the event. It
includes any details relevant to the event and how you expect it to run such as key
dates, limitations etc. It is a document that should be referred to throughout the
planning of the event so that you can track your progress and stay focused.
That being said things do change rapidly when planning events but any adjustments
made should be a development of the original idea set out in your brief.
Tips for writing an Event Brief:
• To begin the brief process, you must give a clear overview of the event. This may
include: details of the events structure, the purpose of the event and a clear
description of what you want to happen during the course of the event. The aim of the
project should be included here. (including targets and/or any ethos)
• The date of the event must be specified, including dates of any interviews, meetings
and other times in which you must attend) In this point, the commitments people need
to make, in terms of times, should be made clear.
• The venue/location must be specified
• Your target audience should be decided on before planning to put in the brief.
• If there are any partners from outside groups that you are working with, they should
be included in your brief, stating what they do, and how they are involved in the
event.
• State a clear budget at the start of the event to plan around. This budget should be
outlined in the brief.
• Income and expenditure targets should be included. For example, stating ticket
prices if applicable, and expected profit from event.
• All management/main roles in the event must be specified, with a brief description
for each so people know what they are putting themselves forward for.
• Lastly, any necessary contact details should be put in the brief so that any questions
about the brief can be answered.
• An event brief can be used as part of a recruitment process for leadership roles on
the event you are planning. Application forms can be attached. In the professional
world an event brief often accompanies job adverts for freelance project co-
ordinators.
Below is a sample of an event brief TEMPLATE
EVENT BRIEF
University Programs & Events
CONTACT COORDINATOR: Name, Phone Number, Email
EVENT: Name of event
DAY/DATE/TIME: Timing of event
LOCATION: Location of event
HOST: Sponsor of the event
GUESTS: Include an estimate of attendees
PURPOSE: Description of the objective or purpose of the event
PARKING/ACCESS: Include if you are using a specific voucher and list for VIP
guests
INVITATIONS: Description of type of invitation and how it will be distributed (email,
Postal Mail) RSVP Date, Online Registration
DIRECTIONAL SIGNAGE: Include location of exterior signs and specific text to be
included on the signs ( request is only for exterior signage)
AUDIO VISUAL: Include specific requests for equipment and setup. Use MediaVision
Form
SET-UP: Basic set-up instructions
GROUNDS:
Work order No: Include requests for debris, snow removal and/or any exterior trash
removal
CUSTODIAL: Indicate requests for garbage bins and interior trash removal
SECURITY:
Confirmation No: Include requests for officers, time and location of event
MOVERS: Include requests for location of times and delivery time
OUTSIDE SERVICES:
Confirmation No: Include specific names of vendors, time of arrival and preferred
access
PROMOTION: Determine the best method of timing to advertise and promote your
event
Are the following details included in the event brief?
1. Name or Title of the Event?
2. Purpose of the event?
3. Start and end date of the event?
4. Venue of the event?
5. Number of event participants?
6. Proposed budget of the event?
