Event Planning Pro Toolkit
A complete toolkit for established event planners, including an annual event management agreement and an in-depth post-event completion review
Get started with PocperA complete toolkit for established event planners, including an annual event management agreement and an in-depth post-event completion review
Get started with PocperThis is your master guide for the day. Every key person on-site should have a copy. Fill in the timeline carefully — the more detail, the smoother the day runs. You've got this!
Event name:
Event date:
Venue:
Event coordinator name:
Coordinator phone:
Venue on-site contact:
Venue contact phone:
Setup start time:
Guest arrival time:
Event start time:
Meal service time:
Entertainment start:
Event end time:
Teardown / cleanup deadline:
List each segment with the time, activity, and the person responsible. Be as specific as possible.
List each speaker or announcement: who, when, and the topic.
Emergency contacts:
Rain / backup plan (for outdoor events):
Parking & transportation notes:
Special guest handling notes (VIPs, accessibility needs, reserved seating):
Tick each item off as you confirm it on the day:
Signage placed
AV tested
Music playlist confirmed
Seating arranged
Welcome table ready
Gifts / favours ready
Emergency kit available
Photographer briefed
Catering confirmed headcount
Anything that came up at the last minute — capture it here:
All systems go — today is going to be amazing! Stick to the timeline, stay in communication, and trust the plan you've put in place.
The Day-Of Event Rundown template is a ready-to-use form from Pocper's Event Planning Pro Toolkit pack. Customize the fields to match your workflow, then share a link so clients can complete it and upload documents in real time.