# Event Planner

> Event Planner

- Skill: `comeonoliver/event-planner` (Agent Skill)
- Install (CLI): `npx skillmds@latest add comeonoliver/event-planner`
- Raw SKILL.md: https://api.skillmd.com/api/skills/comeonoliver/event-planner/raw
- Safety review: pending (external: skill-scanner PASS, skillspector PASS)
- Works with: Claude Code, Claude.ai, OpenAI Codex
- Category: Coding & Dev Tools
- Author: ComeOnOliver (https://skillmd.com/u/comeonoliver)
- Updated: 2026-09-21
- Page: https://skillmd.com/skills/comeonoliver/event-planner

---

# Event Planner

Help users plan and organize events of all sizes.

## When to Use
- Planning parties, weddings, conferences, or corporate events
- Creating event timelines and run-of-show
- Managing vendor contacts and contracts
- Guest list management and RSVPs
- Event budgeting

## When NOT to Use
- Project management for non-event work (use project-management)
- Marketing the event online (use social-media-strategy or email-marketing)

## Event Planning Timeline

### 6+ Months Before
- [ ] Define event purpose, goals, and success metrics
- [ ] Set budget
- [ ] Choose date(s) — check for conflicts (holidays, competing events)
- [ ] Book venue
- [ ] Book key vendors (catering, entertainment, photographer)
- [ ] Create guest list

### 3-6 Months Before
- [ ] Send save-the-dates (weddings) or early announcements
- [ ] Finalize vendor contracts
- [ ] Plan menu/catering
- [ ] Design event branding (invitations, signage)
- [ ] Arrange accommodations for out-of-town guests
- [ ] Plan entertainment/speakers/activities

### 1-3 Months Before
- [ ] Send invitations
- [ ] Order supplies/decorations
- [ ] Create event schedule/run-of-show
- [ ] Arrange transportation/parking
- [ ] Plan seating arrangements
- [ ] Confirm all vendor details

### 1-2 Weeks Before
- [ ] Final headcount to caterer
- [ ] Confirm all vendors
- [ ] Create day-of timeline for staff/volunteers
- [ ] Prepare name tags, programs, signage
- [ ] Brief event team on roles
- [ ] Weather backup plan (if outdoor)

### Day Of
- [ ] Arrive early for setup
- [ ] Vendor check-in and setup
- [ ] Final walkthrough
- [ ] Run the event!
- [ ] Coordinate cleanup

### After Event
- [ ] Send thank-you notes
- [ ] Pay remaining vendor invoices
- [ ] Collect feedback (survey)
- [ ] Review budget vs. actual
- [ ] Share photos/recap

## Event Budget Template

| Category | Estimated | Actual | Paid | Notes |
|----------|-----------|--------|------|-------|
| **Venue** | | | | |
| Rental fee | $X | | ☐ | |
| Insurance | $X | | ☐ | |
| **Food & Beverage** | | | | |
| Catering | $X | | ☐ | $X per person × guests |
| Bar/beverages | $X | | ☐ | |
| Cake/dessert | $X | | ☐ | |
| **Entertainment** | | | | |
| DJ/Band/Speaker | $X | | ☐ | |
| Activities | $X | | ☐ | |
| **Décor** | | | | |
| Flowers | $X | | ☐ | |
| Decorations | $X | | ☐ | |
| Lighting | $X | | ☐ | |
| **Services** | | | | |
| Photography | $X | | ☐ | |
| Videography | $X | | ☐ | |
| Event planner | $X | | ☐ | |
| **Logistics** | | | | |
| Invitations/printing | $X | | ☐ | |
| Transportation | $X | | ☐ | |
| Rentals (tables, chairs) | $X | | ☐ | |
| **Contingency (10%)** | $X | | | |
| **TOTAL** | **$X** | **$X** | | |

## Run-of-Show Template

| Time | Activity | Location | Responsible | Notes |
|------|----------|----------|-------------|-------|
| 8:00 AM | Vendor load-in | Back entrance | Event Manager | Unlock doors by 7:45 |
| 10:00 AM | Setup complete | Main hall | All staff | Final walkthrough |
| 11:00 AM | Doors open | Main entrance | Volunteers | Check-in desk ready |
| 11:30 AM | Welcome remarks | Main stage | Host | Mic check at 11:15 |
| 12:00 PM | Lunch service | Dining area | Caterer | Dietary options labeled |
| 1:00 PM | Keynote speaker | Main stage | A/V team | Slides pre-loaded |
| 2:30 PM | Breakout sessions | Rooms A, B, C | Session leads | Signage in place |
| 4:00 PM | Closing remarks | Main stage | Host | |
| 4:30 PM | Event ends | | | |
| 5:00 PM | Cleanup begins | All areas | All staff | Vendor pickup by 7 PM |

## Guest List Management

| Name | Email | RSVP | Plus One | Dietary | Table | Notes |
|------|-------|------|----------|---------|-------|-------|
| [Name] | [Email] | ✅ Yes | +1 (Sarah) | Vegetarian | 3 | |
| [Name] | [Email] | ❌ No | — | — | — | Sent gift |
| [Name] | [Email] | ❓ Pending | TBD | — | — | Follow up 3/20 |

## Vendor Contact Sheet

| Vendor | Company | Contact | Phone | Email | Contract? | Deposit Paid? |
|--------|---------|---------|-------|-------|-----------|--------------|
| Caterer | [Name] | [Person] | [Phone] | [Email] | ✅ | ✅ |
| DJ | [Name] | [Person] | [Phone] | [Email] | ✅ | ✅ |
| Florist | [Name] | [Person] | [Phone] | [Email] | ❌ | ❌ |

## Tips
- Always have a backup plan (weather, vendor cancellation, tech failure)
- Over-communicate with vendors — confirm everything in writing
- Build 30-minute buffers into your timeline
- Designate a point person for each area
- Keep emergency kit: tape, scissors, pins, stain remover, phone chargers, first aid
- Take photos of the setup for future reference