Ask an Event Planner How do I Write an Event Brief?

Organising an event can be a daunting task, there are whole jobs for people planning these things! But if you’ve been lumbered with the task of coordinating your boss’ latest idea for a networking party, dad’s surprise 60th or your company’s biggest conference yet, the place to start is by writing an event brief. Whether this is simply to give an idea of what you want to give to your chosen venue, or will have to be passed higher up for approval sign offs, an event brief should provide a concise and to the point vision of what your function will look like in terms of food, beverage and set up, how many people you estimate in attendance, how long it will last, and what you can afford. There’s no strict format to writing an event brief, but here’s a guideline as to what you should include:

Your name/company’s name and the purpose of the event

First thing’s first, who are you and what do you want? Distinguishing between a cocktail party and a corporate function, and whether it is casual or formal is the first port of call in setting the scene for your chosen venue. At the top of the brief write your company’s name, the name of the event and the event type.

 

Date, time and duration

If you can, start planning your event well ahead of time so you can lock in your ideal date before anyone else. If you’re flexible with dates, note down a few options for your chosen venue should they be booked up on your first choice. Then the basics - the time needed to set up, proposed start time, end time and pack down time.

 

Amount of people, budget, food and beverage

The number of RSVPs you’re expecting and your budget go hand in hand. Include whether your guests will be having a full three-course feast or if you’re planning more of a cocktail-style event with canapés and a bar tab. The venue manager can then let you know what food and beverage plan will best suit your budget.

 

The set up

This is where a site inspection would come in handy to ensure the venue fits your vision before setting it all out in an event brief. Decorations, layout, ambience and AV all need to be taken into consideration. Include whether your guests will be seated or standing, whether you want furniture to be removed, cocktail tables to remain, whether you plan for a screen to be set up, or any extras such as a photo booth or stage.

 

Check out the Royal Exchange of Sydney[, one of the CBD's leading function spaces available to hire for both corporate and social events. Contact them at Manager@royalexchange.com.au for more information.

Kiran Bains