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Client Event File & Standing Preferences

This is your standing file with us — one copy that we both keep current across every event we do together. It is not tied to any single event. Amend it in place whenever something changes: a new decision-maker, a rebrand, a vendor you never want to work with again. Every brief, budget and rundown we produce starts from what is written here.

Section 1 — Client & Decision-Makers

Client / organisation name:

Primary decision-maker:

Role / title:

Email:

Phone:

Preferred contact channel and hours:

Anyone else who may approve decisions on your behalf — name, role, what they can sign off, and how to reach them:

Section 2 — Billing & Approval Thresholds

Billing entity (legal name on invoices):

Billing address:

Invoicing contact (name and email):

Purchase-order or reference number required on invoices:

Typical budget band per event:

Spend we may commit without asking first:

Anything above that threshold needs written approval from:

Section 3 — Brand & Style Guidelines

Colour palette (primary, secondary, accent):

Typefaces and where the brand assets live:

Tone, styling rules and anything that is off-brand for you — logo treatment, signage language, photography style, colours or motifs to avoid:

Brand guidelines, logo files or a reference deck:

Upload File

Section 4 — Standing Dietary & Accessibility Requirements

These carry across every event unless you tell us otherwise, so we brief caterers and venues from here rather than asking again each time.

Dietary requirements and allergies we must always cover — including anyone with a severe allergy who attends regularly:

Accessibility requirements — step-free access, seating, hearing loop, captioning, quiet space, service animals, dietary-medical needs:

Section 5 — Vendors & Venues

Add a row per supplier. Mark the status so we know at a glance who to call first and who never to book again.

Category	Vendor / venue	Status	Notes

Vendors or venues we must never book, and why:

Section 6 — Recurring Event Calendar

Events that come round every year, plus the dates we should never schedule against — board meetings, religious observances, quiet trading periods, competing industry dates.

Recurring event	Usual timing	Typical scale	Lead time to start

Dates and periods to avoid entirely:

Section 7 — Event History

Every event we have delivered together. Add a row after each one — it is what we benchmark budgets and headcounts against next time.

Date	Event	Venue	Headcount	Final spend	What to repeat / avoid

Section 8 — Running Notes

Dated entries as things change — a new head of marketing, a rebrand, a venue that closed, a standing decision we agreed on a call. Newest at the top.

File last reviewed on:

Keep this file current — it is the record every event we plan for you starts from.

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Templates in this pack

The Event Planning pack includes 8 ready-to-use templates. Each one is a structured, fully editable form you can share with clients to collect information, documents, and signatures in one place.

Frequently asked questions

What's included in the Event Planning templates?

The Event Planning pack contains 8 templates: Client Event File & Standing Preferences, Event Brief & Requirements, Venue & Vendor Coordination Checklist, Day-Of Event Rundown, Post-Event Review & Feedback, Event Budget Proposal & Approval, Event Planning Services Agreement, Event Planning Services & Package Guide. Each is ready to use and fully editable.

Can I customize these templates?

Yes. Every Pocper template is fully editable — add or remove fields, change the wording, and adapt each form to your workflow before sharing it with clients.

How do I use the Event Planning templates?

Import the pack into your Pocper workspace, open a template, tailor it to your needs, then share a link so clients can fill it out and upload documents in real time.