How To Write An Event Brief

The first step in the corporate event planning process is writing an event brief. Why Write an Event Brief? Event briefs are excellent planning tools that serve as a comprehensive, centralized overview of your event, detailing the critical elements involved, event description, target audience, statuses, and timelines, as well as every internal and external element needed to successfully execute your event. It's the best way to keep your entire planning team on the same page with a clear vision of what needs to be done and by who. It doesn’t matter if your event is for 50 people or 500; writing an event brief will show your team, PCO or venue booking agent like VenueNow what you need, want and can afford. Writing a great event brief will save you time and a lot of stress.

Here's how to write a professional event brief in four steps.

Step 1: Who are you and what kind of event are you planning?

Writing an event brief that’s clear, concise, and full of useful information will save you so much back-and-forth emailing, phone calls and time. The most important information must go at the top. This signals to the booking agent what your priorities are. In addition to your brief or overview, having an event plan and checklist can help you put together a successful event. But, note that your event brief format may vary depending on the type of event.

Start with your company name, the event type, and the event name.

The event name and type can serve to immediately eliminate certain venue types. For example, if you’re planning Company X Christmas Party, the booking agent isn’t going to suggest an auditorium for your event.

Step 2: How many guests are coming and what’s your budget?

Add in your budget and guest count.

Next, what’s your budget? Is it flexible? Strict budgets that must be adhered to will generate a set sample of venues. Flexible budgets that have more wiggle room will mean an extended shortlist. The budget also affects the additions and amenities you'll be able to afford for the event. More room means a more tailored event experience.

Your event budget goes hand in hand with your capacity. How many people will be attending this event? When writing an event brief, put the number of guests right at the top. Spaces that are too small won’t comfortably accommodate everyone, while spaces that are too big will look sparse and a bit sad.

Include in the event brief whether your guests will be standing or sitting. Each style of event set-up has a unique capacity. For example, a cocktail event can easily handle a larger guest list than a banquet dinner.