{"id":55194,"date":"2022-09-01T00:00:00","date_gmt":"2022-09-01T07:00:00","guid":{"rendered":"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/?p=55194"},"modified":"2025-03-13T06:58:53","modified_gmt":"2025-03-13T13:58:53","slug":"how-to-write-an-event-brief-free-template","status":"publish","type":"post","link":"\/us\/en\/blog\/how-to-write-an-event-brief-free-template\/","title":{"rendered":"How to craft the perfect event brief step-by-step"},"content":{"rendered":"
The event you’ve been planning for months is weeks away, and things are starting to unravel. Your venue’s A\/V tech claims they don’t have the teleprompters your keynote speaker requested, and your VIP registrants didn’t get their invite to the cocktail mixer \u2013\u2013 you’re not quite sure who was responsible for that part of the experience.<\/p>\n
Nevertheless, you remain confident in your ability to get everything back on track. But wouldn’t it be nice if all the moving pieces just fell into place for once?<\/p>\n
Murphy’s Law states, \u201cAnything that can go wrong will go wrong.” But the most seasoned event professionals have a valuable resource in their event toolkit that prevents their events from being compared to Fyre Fest \u2014 the event brief.<\/p>\n
An event brief serves as a map, of sorts, charting the course for you and your team from point A to point B. Use our free template and follow the steps below to learn how to craft your own.<\/p>\n
How to write an event brief step-by-step<\/h2>\n
Event briefs are documents that serve as a comprehensive, centralized overview of your event, detailing the core elements involved, key corresponding statuses and timelines, and the central internal and external resources needed to bring your event to life successfully.<\/p>\n
So what better way to learn how to write an event brief than moving through all of its sections one-by-one? Below we\u2019ll outline how to tackle each component of an event brief, beginning with its first step and section:<\/p>\n
Step 1: Make it super easy to find the critical details of your event<\/h3>\n
The event brief overview is where all your highest visibility information is outlined. Think of it as your event brief\u2019s prime real estate area.<\/p>\n
Today\u2019s event professionals know that creating unforgettable experiences requires managing and tackling a myriad of activities, tasks, and action items. It\u2019s a high-stakes effort. Even the tiniest mistake or oversight can derail the best-planned event. Imagine if your keynote speaker accidentally books a flight for the week after the event takes place, or if your event website drives registrations for the incorrect date or time. Yikes!<\/p>\n
Avoid these types of stressful mishaps by putting the most crucial information about your event at the very beginning of your brief. Begin your key information section by outlining critical details, like:<\/p>\n
\n
Event title<\/li>\n
Event date(s)<\/li>\n
Event time(s)<\/li>\n
Event run time<\/li>\n
Event format (virtual, hybrid, or in-person)<\/li>\n
Event location (online and\/or on-site location, as applicable)<\/li>\n
Event management platform (event technology, point of contact, and login instructions for the team, as appropriate)<\/li>\n
Event description (examples here for some inspiration)<\/li>\n
Event website\/registration link<\/li>\n<\/ul>\n
Step 2: Compile the vital resources for your team<\/h3>\n
When it comes to events, teamwork makes the dream work. That\u2019s why it\u2019s so important for you and your team to stay on the same page throughout the event planning journey. The main resources section of the event brief can help you stay aligned. Be sure to provide your team with all the shared documents, files, and folders core to planning and executing your event (and don\u2019t forget to set the proper viewing and editing permissions for each). To get an idea of what to include in this section of your brief, check out some common examples:<\/p>\n
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Event plan and project trackers<\/li>\n
Budget spreadsheet<\/li>\n
Run-of-show document<\/li>\n
Communications plan<\/li>\n
Creative assets folder<\/li>\n
Speaker notes and presentations<\/li>\n
Event landing page<\/li>\n
Registration reports<\/li>\n<\/ul>\n
Listing (and linking to) these vital resources makes it easy for everyone involved to access, reference, and update documents from one centralized spot. Not to mention these materials go a long way in helping individuals play their parts and keeping the entire team on track. No one wants to miss the mark on key deliverables nor wind up feeling like they\u2019ve failed their colleagues, because they weren\u2019t in the loop.<\/p>\n
Step 3: Articulate why your event needs to exist<\/h3>\n
Let\u2019s explore an event\u2019s purpose by asking a rhetorical question: Who would run an event for no reason \u2014 and why would anyone put their blood, sweat, and tears into bringing amazing attendee experiences to life without a goal in mind? This is where your event\u2019s purpose comes into play. It represents your event\u2019s North Star.<\/p>\n
So, to document your event\u2019s purpose in this section, begin by thinking about \u201cthe why\u201d behind the experience: Why are you dedicating your time and energy to making it amazing? What is the underlying motivation for hosting your event? It often comes down to a strategic outcome you want to achieve, such as:<\/p>\n
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Driving brand awareness and\/or establishing your company as a thought leader in your space<\/li>\n
![](\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/wp-content\/uploads\/2023\/10\/617191b002bbb958b49535a1_event_brief_agenda_example.png\")
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