Event Planning Template

This template is a companion to the Event Host FAQ & Guide. Please read it and use it as a reference.

Use the buttons above to copy the Markdown or download this file, then:

• Paste into Notion, Google Docs, or Word — fill in each section as you firm up details.
• Feed into an LLM — paste this template with your event details into ChatGPT, Claude, etc. and ask it to generate a draft plan.
• Need a .doc file? — Open the downloaded .md in Google Docs (File → Open), then export as .docx or PDF.

Event Overview

Event Title:

Make it compelling and specific e.g. "Recruiting & Retaining Hawaii's Top Tech Talent"

Event Format:

Panel / Talk, Mixer / Networking, Workshop / Masterclass, Dinner / Private Gathering, Demo Day / Pitch, Hackathon / Build, Launch / Experience, Activity / Wellness, Summit / Conference, or Other

Theme & Objective:

What theme or goal does this event serve? What do you want to achieve?

Target Audience:

Who is this event for? Be specific — industry, role, community, etc.

Event Description

Write at least 3 paragraphs covering:

• What the event covers and why it's important
• Who is speaking or companies involved
• Who should attend and why
• Any additional info e.g. graphics, disclaimers, etc.

Event Blurb

A 1-2 paragraph condensed version of your Event Description that speakers and partners can share on social media.

Speakers & Co-Hosts

Speaker / Panelist 1:

Name, Title, Company, LinkedIn/Socials

Speaker / Panelist 2:

Name, Title, Company, LinkedIn/Socials

Speaker / Panelist 3:

Name, Title, Company, LinkedIn/Socials

Co-Host:

Company / Org Name, Contact Person, Email (if applicable)

Key Details & Logistics

Date:

Day of week, Month DD, 2026

Start Time:

HH:MM AM/PM HST

End Time:

HH:MM AM/PM HST

Venue Name:

Venue name

Venue Address:

Full address

Venue Capacity:

How many people can the venue hold for this event type?

Target Sign-Ups:

Typically venue capacity plus 20-30% to account for attrition

Venue Instructions:

Arrival instructions — building entrance, parking, transport, etc.

Key Assets & Links

• Speaker Headshots:
• Event Graphics for Social Media:
• Event Host Logos:
• HTW Logos:
• Parking or Building Maps:
• Luma Event Link:
• Event Listing Disclaimer (optional): "By registering for this event, you consent to the organizers sending you future communications and authorize the use of any content, including photos and videos captured during the event, for promotional or informational purposes. You may unsubscribe from these communications at any time."

Team

Event Lead:

Name, Role, Contact

Operations Support:

Name, Role, Contact

Marketing Support:

Name, Role, Contact

Budget

Include costs relevant to your event — not every line item will apply. Event host(s) are responsible for covering all event costs.

Venue Cost:

If applicable

Food & Beverage:

Caterer, menu, timing. We recommend F&B arrives 45-60 mins prior.

A/V & Production:

Microphones, screens, videography — details and contacts

Other Expenses:

Signage, swag, name tags, photographer, etc.

Total Estimated Budget:

$X,XXX

Run of Show

• HH:MM — Host Arrival / Set Up
• HH:MM — Doors Open
• HH:MM — Official Start Time
• HH:MM — Agenda
  • Intros to panelists or event kick-off speech
  • Thank yous to partners, co-hosts, sponsors, etc.
  • Key talking points, questions, themes
  • Follow up questions, key stats
  • Q&A and Wrap Up
  • CTAs and action items
• HH:MM — Event Ends

Additional Items Checklist

• Name tags for attendees
• Leis or gifts for speakers
• Banners or signage
• Swag, stickers, brochures, business cards, polaroids, etc.
• Thank you notes for speakers and / or key partners
• Confirm F&B delivery timing

Day-Of Checklist

• Arrive 1 hour early — test AV, set up signage, prepare check-in area
• Brief your team on roles and responsibilities
• Check-in setup (Luma app on phone, 1-2 people designated)
• Start on time — welcome, thank attendees, introduce speakers, mention HTW
• Capture photos and video throughout the event
• Closing remarks — thank attendees, speakers, sponsors. Mention follow-up actions.
• Remind attendees to fill out the Luma feedback survey
• Clean up and return any borrowed equipment