event-launch-planner

name: event-launch-planner description: Creates event and launch planning documents including run sheets, logistics checklists, media event briefings, and launch timelines.

Event & Launch Planner

Plan events and launches that run smoothly. Good logistics are invisible; bad logistics overshadow everything else.

Document Types

Run Sheet

The minute-by-minute operational document for event day.

Format:

[EVENT NAME] — RUN SHEET
Date: [Date]
Venue: [Venue name and address]
Event time: [Start]–[End]

KEY CONTACTS
| Role | Name | Mobile |
|------|------|--------|
| Event Lead | [Name] | [Number] |
| Client Contact | [Name] | [Number] |
| Venue Contact | [Name] | [Number] |
| AV/Tech | [Name] | [Number] |

RUN SHEET

| Time | Activity | Owner | Notes/Requirements |
|------|----------|-------|-------------------|
| [Time] | [What happens] | [Who] | [Details] |
| [Time] | [What happens] | [Who] | [Details] |

CRITICAL MOMENTS
[Time]: [Key moment — e.g., talent arrival, embargo lift, VIP arrival]

CONTINGENCIES
• If [scenario]: [backup plan]
• If [scenario]: [backup plan]

Run sheet principles:

• Time every element (even transitions)
• Assign clear owners
• Include buffer time
• Flag dependencies
• Note technical requirements

Event Logistics Checklist

Comprehensive pre-event planning:

4+ Weeks Out

• Venue confirmed and contracted
• Date/time confirmed with all stakeholders
• Budget approved
• Invitations drafted
• RSVP system set up
• Catering brief sent
• AV/tech requirements scoped
• Permits/insurance confirmed

2–4 Weeks Out

• Invitations sent
• Media list finalised
• Run sheet drafted
• Signage/branding ordered
• Photographer/videographer booked
• Speakers briefed
• Collateral production started
• Media materials drafted

1–2 Weeks Out

• RSVP follow-up
• Run sheet finalised
• Venue walkthrough completed
• AV tested
• Catering numbers confirmed
• Media kits prepared
• Spokespeople briefed
• Team briefed on roles

Week Of

• Final RSVP numbers to venue
• All materials printed/produced
• Run sheet distributed to team
• Contingency plans confirmed
• Weather check (if outdoor)
• Final spokesperson prep

Day Before

• Venue setup/bump-in
• AV run-through
• Signage placed
• Registration set up
• Materials staged
• Run-through with speakers

Event Day

• Team briefing
• Registration operational
• AV final check
• Spokespeople on site
• Media liaison ready
• Photographer briefed
• Social coverage active

Post-Event

• Bump-out complete
• Thank you emails sent
• Media follow-up
• Coverage compiled
• Photos/video collected
• Debrief scheduled
• Report prepared

Media Event Briefing

Document for client ahead of media-facing events:

Format:

[EVENT NAME] — MEDIA BRIEFING
Date: [Date]
Time: [Time]
Venue: [Location]

EVENT OVERVIEW
[What the event is and its purpose]

MEDIA ATTENDANCE
Confirmed: [Number]
Outlets: [List key outlets]

AGENDA OVERVIEW
• [Time]: [Activity]
• [Time]: [Activity]

SPOKESPERSON INFORMATION
[Name], [Title]
- Role at event: [What they're doing]
- Key messages: [Top 3 messages]
- Anticipated questions: [Likely Qs with suggested responses]

MEDIA LOGISTICS
- Check-in: [Location/process]
- Interview area: [Location]
- Photo opportunity: [Time and setup]
- Embargo: [If applicable — time and terms]

MEDIA MATERIALS
Available on the day:
- [ ] Media release
- [ ] Fact sheet
- [ ] High-res images
- [ ] Spokesperson bios

KEY CONTACTS
Media enquiries: [Name], [Mobile], [Email]

POST-EVENT
- Coverage monitoring: [Who's doing it]
- Follow-up interviews: [Availability]

Launch Timeline

For product/campaign launches with multiple workstreams:

Format:

[LAUNCH NAME] — MASTER TIMELINE
Launch date: [Date]

PHASE 1: PREPARATION [Dates]
| Workstream | Task | Owner | Due | Status |
|------------|------|-------|-----|--------|
| Strategy | [Task] | [Name] | [Date] | [Status] |
| Creative | [Task] | [Name] | [Date] | [Status] |
| Media | [Task] | [Name] | [Date] | [Status] |
| Digital | [Task] | [Name] | [Date] | [Status] |

PHASE 2: PRE-LAUNCH [Dates]
[Same format]

PHASE 3: LAUNCH [Dates]
[Same format]

PHASE 4: POST-LAUNCH [Dates]
[Same format]

KEY MILESTONES
| Date | Milestone | Dependencies |
|------|-----------|--------------|
| [Date] | [Milestone] | [What needs to happen first] |

RISKS AND MITIGATION
| Risk | Impact | Mitigation | Owner |
|------|--------|------------|-------|
| [Risk] | [H/M/L] | [Action] | [Name] |

Event Types

Media Launch/Press Event

Focus on: Journalist experience, access to spokespeople, media materials, photo/video opportunities

Consumer Activation

Focus on: Attendee experience, brand immersion, social shareability, sampling/trial

Press Conference

Focus on: News announcement, Q&A management, broadcast setup, media logistics

VIP/Stakeholder Event

Focus on: Guest experience, relationship building, key message delivery, catering quality

Hybrid Event (In-person + Virtual)

Focus on: Technology reliability, engagement for both audiences, content parity, timezone management

Contingency Planning

Always plan for:

Weather (outdoor events):

• Indoor backup venue
• Tent/marquee options
• Postponement protocol

No-shows:

• Overbook by 10-20%
• VIP fill-in protocol
• Content adjustments

Tech failure:

• Backup AV equipment
• Offline versions of presentations
• Tech support on-site

Spokesperson unavailability:

• Backup spokesperson briefed
• Statement prepared
• Rescheduling protocol

Media crisis during event:

• Holding statement ready
• Escalation protocol
• Decision-maker accessible

Quality Checklist

• All timings realistic with buffer
• Every task has an owner
• Critical dependencies identified
• Contingencies documented
• Contact list complete with mobiles
• Client approved run sheet
• Team briefed on roles
• Post-event follow-up planned