# Event Coordinator > Event planning guide covering timeline creation, venue selection, catering, invitations, budget management, vendor coordination, day-of checklists, and post-event follow-up for birthdays, graduations, reunions, holiday parties, and more. Use when the user asks about event coordinator, or needs help with event planning guide covering timeline creation, venue selection, catering, invitations, budget management, vendor coordination, day-of checklists, and post-event follow-up for birthdays, graduations, reunions, holiday parties, and more. Do NOT use when the request requires professional specialized advice or falls outside the scope of event coordinator. - Skill: `ferroxlabs/event-coordinator` (Agent Skill, multi-file: 2 files) - Install (CLI): `npx skillmds@latest add ferroxlabs/event-coordinator` - Raw SKILL.md: https://api.skillmd.com/api/skills/ferroxlabs/event-coordinator/raw - Safety review: pending - Works with: Claude Code, Claude.ai, OpenAI Codex - Category: Finance & Business - License: Apache-2.0 - Author: FerroxLabs (https://skillmd.com/u/ferroxlabs) - Updated: 2026-09-17 - Page: https://skillmd.com/skills/ferroxlabs/event-coordinator --- # Event Coordinator ## When to Use **Use this skill when:** - User asks about event coordinator - User needs guidance on event coordinator topics - User wants a structured approach to event coordinator **Do NOT use when:** - Request requires professional consultation beyond educational guidance - User needs emergency assistance ## Questions to Ask the User First 1. **What type of event?** (Birthday, graduation, reunion, holiday party, dinner party, shower, memorial, corporate, etc.) 2. **How many guests?** (Approximate number) 3. **Date and time preferences?** (Flexible or fixed?) 4. **Budget?** (Total amount available) 5. **Venue preference?** (Home, rented space, restaurant, outdoor, etc.) 6. **What vibe/theme are you going for?** (Casual, formal, themed, surprise, etc.) 7. **Is food important?** (Full meal, heavy apps, cake and dessert, potluck) 8. **Any cultural or dietary considerations?** 9. **Who else is helping plan?** (Solo or committee) 10. **What's your planning timeline?** (How far out is the event?) 11. **Any special elements?** (Entertainment, activities, speeches, presentations) 12. **Guest of honor preferences?** (For celebrations centered on a person) ## Event Planning Timeline ### The Universal Event Planning Timeline ``` EVENT PLANNING TIMELINE: 3-6 MONTHS BEFORE (or as early as possible): [ ] Define event purpose and goals [ ] Set budget (see budget template below) [ ] Choose date (check for conflicts: holidays, other events, key attendees) [ ] Create guest list (draft) [ ] Research and book venue [ ] Identify key vendors needed (caterer, photographer, DJ, etc.) [ ] Choose theme or aesthetic direction 2-3 MONTHS BEFORE: [ ] Finalize guest list [ ] Send Save the Dates (for larger events) [ ] Book vendors and confirm details [ ] Plan menu/catering [ ] Order/design invitations [ ] Plan entertainment or activities [ ] Book any equipment rentals (tables, chairs, linens, AV) 6-8 WEEKS BEFORE: [ ] Send invitations (allow 3-4 weeks for response) [ ] Order decorations and supplies [ ] Plan timeline for the day of the event [ ] Arrange parking/transportation if needed [ ] Order specialty items (custom cake, personalized items) [ ] Confirm all vendor bookings in writing 3-4 WEEKS BEFORE: [ ] Follow up on RSVPs (call/text non-responders) [ ] Finalize headcount for catering/seating [ ] Create seating arrangement (if applicable) [ ] Finalize event day timeline [ ] Plan playlist or music [ ] Purchase remaining supplies 1-2 WEEKS BEFORE: [ ] Confirm all vendors (call each one) [ ] Finalize setup and breakdown assignments [ ] Prepare any speeches, toasts, or presentations [ ] Make directional signs if needed [ ] Prep any DIY decorations or favors [ ] Create a contact list of all vendors with phone numbers [ ] Delegate day-of responsibilities 2-3 DAYS BEFORE: [ ] Grocery shop for any food items [ ] Prep any make-ahead food [ ] Clean and prepare venue (if at home) [ ] Set up what you can in advance [ ] Charge all devices (camera, phone, speakers) [ ] Check weather forecast (outdoor events: have backup plan) [ ] Confirm setup/delivery times with vendors DAY OF: [See Day-Of Checklist below] AFTER THE EVENT: [ ] Send thank you notes (within 1-2 weeks) [ ] Share photos with guests [ ] Return rentals [ ] Pay final vendor invoices [ ] Review what went well and what to improve ``` ## Budget Management ### Event Budget Template ``` EVENT BUDGET PLANNER: Event: _______________ Date: _______________ Total Budget: $_______________ BUDGET ALLOCATION GUIDE (adjust percentages to your priorities): VENUE (30-40%): Budget: $___ Actual: $___ Venue rental: $___ Tables and chairs: $___ Linens: $___ Lighting: $___ FOOD & DRINK (30-40%): Budget: $___ Actual: $___ Catering/food: $___ Beverages (alcoholic): $___ Beverages (non-alcoholic): $___ Cake/dessert: $___ Serving supplies: $___ DECORATIONS (5-10%): Budget: $___ Actual: $___ Centerpieces: $___ Balloons/banners: $___ Flowers: $___ Table decor: $___ Theme-specific items: $___ ENTERTAINMENT (5-10%): Budget: $___ Actual: $___ DJ/musician: $___ Photo booth: $___ Activities/games: $___ AV equipment: $___ INVITATIONS (2-5%): Budget: $___ Actual: $___ Invitations: $___ Postage: $___ Digital alternative: $___ FAVORS/GIFTS (2-5%): Budget: $___ Actual: $___ Party favors: $___ Gift for guest of honor: $___ MISCELLANEOUS (5-10%): Budget: $___ Actual: $___ Photography: $___ Tips for vendors: $___ Emergency/contingency: $___ Parking/transportation: $___ TOTAL ESTIMATED: $___ CONTINGENCY (10%): $___ GRAND TOTAL: $___ ``` ### Budget-Saving Strategies ``` BUDGET OPTIMIZATION: VENUE: - Host at home (biggest cost savings) - Use a park or community center (often $50-300 vs $500-3000) - Off-peak timing: brunch or lunch is cheaper than dinner - Non-Saturday dates are usually less expensive - Ask about package deals that include tables/chairs FOOD & DRINK: - Heavy appetizers instead of full plated dinner (30-40% savings) - Potluck for casual events (assign categories to avoid 12 pasta salads) - Taco bar, pizza, or BBQ instead of formal catering - Batch cocktails instead of full open bar - BYOB (provide mixers and non-alcoholic options) - Sheet cake instead of custom tiered cake - DIY dessert bar (cookies, brownies, cupcakes) DECORATIONS: - Greenery > flowers (eucalyptus, ferns are cheaper than blooms) - Candles create atmosphere cheaply - Balloons make a big impact for little cost - Dollar store, thrift stores, and Dollar Tree for vases and containers - Borrow decorations from friends - Nature: branches, pinecones, leaves (free and beautiful) INVITATIONS: - Digital invitations (Evite, Canva, Paperless Post -- many free options) - Group text for very casual events - Facebook event for informal gatherings ENTERTAINMENT: - Spotify playlist instead of DJ ($0) - Lawn games instead of hired entertainment - Disposable cameras or phone photo challenges instead of photo booth - Group activities: trivia, karaoke, etc. ``` ## Venue Selection ### Venue Comparison Worksheet ``` VENUE COMPARISON: | Venue A | Venue B | Venue C --------------------|----------------|----------------|-------- Name: | ___ | ___ | ___ Cost: | $___ | $___ | $___ Capacity: | ___ | ___ | ___ Available date(s): | ___ | ___ | ___ Indoor/Outdoor: | ___ | ___ | ___ Rain backup: | ___ | ___ | ___ Tables/chairs incl: | ___ | ___ | ___ Kitchen available: | ___ | ___ | ___ Alcohol policy: | ___ | ___ | ___ Setup time allowed: | ___ | ___ | ___ Cleanup required: | ___ | ___ | ___ Parking: | ___ | ___ | ___ AV equipment: | ___ | ___ | ___ Restrictions: | ___ | ___ | ___ Deposit required: | ___ | ___ | ___ Cancellation policy:| ___ | ___ | ___ QUESTIONS TO ASK EVERY VENUE: 1. What's the total cost including all fees and taxes? 2. What's included (tables, chairs, linens, cleanup)? 3. Can we bring our own food and alcohol? 4. Is there a required caterer or approved vendor list? 5. What's the noise ordinance/curfew? 6. When can we access for setup? 7. What's the cancellation/refund policy? 8. Is there a security deposit? What forfeits it? 9. Are there any decorating restrictions? 10. Is the space ADA accessible? 11. What's the parking situation? 12. Is there a rain/weather backup option? ``` ## Catering and Food Planning ### Food Quantity Guide ``` FOOD QUANTITY ESTIMATION: APPETIZER-ONLY EVENT (2-3 hours): 8-12 pieces per person 4-6 different types minimum Include: protein, vegetable, starch, something indulgent DINNER EVENT: Protein: 6-8 oz per person Starch/side: 4-6 oz per person (each side) Salad: 1.5 cups per person Bread: 1.5 rolls per person Dessert: 1 serving per person + 10% extra DRINKS: Non-alcoholic: 2-3 drinks per person for first hour, 1 per hour after Alcoholic (if served): 2 drinks per person for first hour, 1 per hour after Plan for: 60% beer/wine, 40% cocktails/spirits (or adjust to crowd) Always provide appealing non-alcoholic options BUFFET vs. PLATED: Buffet: Order 15-20% more food (people take more at buffets) Plated: Order exactly per headcount + 5% extra Passed appetizers: 2-3 pieces per person per type DIETARY CONSIDERATIONS: Always provide at least one option for each: [ ] Vegetarian [ ] Vegan [ ] Gluten-free [ ] Nut-free Ask about allergies on RSVP or invitation ``` ### Menu Planning Template ``` EVENT MENU PLAN: Event: _______________ Guest count: ___ Dietary needs noted: _______________ COCKTAIL HOUR / APPETIZERS: 1. _______________ (qty: ___) 2. _______________ (qty: ___) 3. _______________ (qty: ___) 4. _______________ (qty: ___) [veg/vegan option] MAIN COURSE: Protein: _______________ (qty: ___) Vegetarian option: _______________ (qty: ___) Starch: _______________ (qty: ___) Vegetable: _______________ (qty: ___) Salad: _______________ (qty: ___) Bread: _______________ (qty: ___) DESSERT: Main dessert: _______________ (qty: ___) Additional: _______________ (qty: ___) BEVERAGES: Non-alcoholic: _______________ Alcoholic (if applicable): _______________ Water: [ ] Pitcher service [ ] Bottles [ ] Dispenser SERVICE STYLE: [ ] Buffet [ ] Plated [ ] Family style [ ] Food stations [ ] Passed appetizers [ ] Potluck (assign categories) ``` ## Invitation Design and Tracking ``` INVITATION CHECKLIST: ESSENTIAL INFORMATION: [ ] What: Name/type of event [ ] Who: Guest of honor (if applicable) [ ] When: Date, start time, and end time [ ] Where: Address + directions or map link [ ] RSVP: Method and deadline [ ] Dress code (if any) [ ] Special instructions (parking, what to bring, etc.) OPTIONAL INFORMATION: [ ] Theme or suggested attire [ ] Registry information (for showers/weddings) [ ] Menu preview (helps with dietary planning) [ ] "Hosted by" or "Join us for" [ ] Gift preferences ("Your presence is the present" or no gifts) [ ] Plus-one policy RSVP TRACKING: Name | Invited | RSVP | Yes/No | Dietary | Plus-one | Notes _______________|_________|______|________|_________|__________|______ _______________|_________|______|________|_________|__________|______ _______________|_________|______|________|_________|__________|______ Total invited: ___ RSVPs received: ___ Attending: ___ Not attending: ___ No response: ___ Follow-up non-responders: [date, 1 week before deadline] Estimated attendance (plan for): RSVPs yes + 80% of no-responses ``` ## Event Types ### Birthday Party Planning ``` BIRTHDAY PARTY TEMPLATE: Guest of honor: _______________ turning ___ AGE-APPROPRIATE ELEMENTS: Children (1-5): Short (1.5-2 hrs), simple activities, parent-supervised Children (6-12): Theme-based, games/activities, 2-3 hours Teens (13-17): Experiential, social, cool factor, 3-4 hours Adults (milestone): Celebration, memory sharing, speeches, open-ended BIRTHDAY TIMELINE TEMPLATE: [Start time]: Guests arrive, welcome, mingle [+30 min]: Activity 1 or games begin [+60 min]: Activity 2 or break [+90 min]: Food service [+120 min]: Cake, candles, singing [+135 min]: Gift opening (if applicable) or more socializing [+150-180 min]: Wind down, goodbye, favors SPEECH/TOAST TEMPLATE: "When I think of [name], the first thing that comes to mind is [quality]. I remember [specific story or moment]. [Name] is the kind of person who [characteristic]. On this [milestone] birthday, I want to say [personal message]. Everyone, please raise your glass to [name]. Happy birthday!" ``` ### Graduation Party ``` GRADUATION PARTY: Display: Photos from childhood through graduation Memory book: Guest sign-in with advice for the grad Activities: Slideshow of school years, trivia about the grad Food: Grad's favorite foods, school colors in decor Special touch: Letters from teachers, coaches, family members ``` ### Holiday Party ``` HOLIDAY PARTY: Timing: 2-3 weeks before the actual holiday (calendars fill up) Theme options: Ugly sweater, white elephant, cookie exchange, cocktail party, caroling, holiday movie marathon Key elements: Signature drink, festive music, cozy atmosphere Activity: Gift exchange game, holiday trivia, ornament decorating Food: Mix of classic and unique holiday treats ``` ## Day-Of Event Checklist ``` DAY-OF MASTER CHECKLIST: MORNING / SETUP: [ ] Arrive at venue at scheduled setup time [ ] Meet vendors as they arrive (have contact list handy) [ ] Set up tables and chairs per layout plan [ ] Decorate: centerpieces, signage, entrance, photo area [ ] Set up food/drink stations [ ] Set up AV/music system and test [ ] Place guest book or memory display [ ] Set out supplies: napkins, plates, utensils, cups [ ] Prepare a welcome/entry area [ ] Take photos of setup (before guests arrive) [ ] Brief helpers on their roles 30 MINUTES BEFORE: [ ] Final walk-through (everything in place?) [ ] Test microphone/speakers [ ] Light candles [ ] Start music [ ] Verify food prep status [ ] Confirm temperature (heat/AC) [ ] Take a deep breath (you've prepared well!) DURING EVENT: [ ] Greet guests warmly as they arrive [ ] Monitor food and drink levels (refill as needed) [ ] Manage timeline (don't let it drag -- keep things moving) [ ] Cue speeches/toasts/activities at planned times [ ] Capture key moments (or delegate to designated photographer) [ ] Handle any issues calmly (guests don't know the plan -- they only notice if something goes well) [ ] Enjoy yourself! END OF EVENT: [ ] Thank guests as they leave [ ] Distribute favors [ ] Begin cleanup (or delegate) [ ] Pack leftovers for host/guest of honor [ ] Collect decorations and rentals [ ] Do a final sweep of venue (nothing left behind) [ ] Confirm venue cleanup requirements met [ ] Pay and tip vendors [ ] Collapse into a chair -- you did it! EMERGENCY KIT (bring this): - Scissors, tape, safety pins, zip ties - Stain remover pen - Phone chargers - Extra napkins and cups - First aid basics - Cash for tips - Printed timeline and contact list - Wine/bottle opener - Trash bags - Paper towels ``` ## Post-Event Follow-Up ``` POST-EVENT: WITHIN 48 HOURS: [ ] Send thank you to helpers and vendors [ ] Post group photo or highlight to event group/chat WITHIN 1 WEEK: [ ] Share photos with all guests (shared album, email, text) [ ] Send thank you notes (especially for gifts received) [ ] Pay any outstanding vendor invoices [ ] Return rentals WITHIN 2 WEEKS: [ ] Write down notes for future events (what worked, what to change) [ ] Follow up on any promises made at the event [ ] Send photos to anyone who requested them EVENT DEBRIEF: What went well: _______________ What to improve: _______________ Best moment: _______________ Budget vs actual: $___vs $___ Vendor ratings: _______________ Would use again: _______________ ``` ## Output Format When planning an event: ``` EVENT PLAN: [Event Name] Overview: Type: [event type] Date: [date and time] Guest count: [number] Budget: $[amount] Venue: [location] Theme/Vibe: [description] PLANNING TIMELINE: [Customized timeline with specific dates and tasks] BUDGET BREAKDOWN: [Itemized budget with allocations] MENU PLAN: [Food and drink details] DAY-OF TIMELINE: [Hour-by-hour schedule] VENDOR LIST: [All vendors with contact info and delivery times] TO-DO THIS WEEK: 1. [Most urgent task] 2. [Second task] 3. [Third task] DELEGATION: [Who's responsible for what] ``` ## Example **Input:** "Help me get started with event coordinator" **Output:** A structured event coordinator plan tailored to the user's specific situation, following the process outlined above. ## Edge Cases - **Incomplete information:** Ask clarifying questions before proceeding. Do not assume details the user has not provided. - **Out of scope requests:** Redirect to appropriate professional resources when the request exceeds educational guidance. - **Conflicting requirements:** Present trade-offs clearly and let the user decide priorities.