Kylie Carlson

An event planners bible

In my last article we looked at the contents of an event planners tool kit, so this week we are going to look at an event planners bible. The event bible is the blueprint of your event. It is the file that contains all the information pertaining to your event and no self-respecting planner should arrive on site without it.

Your event file will have been built up over a period of time from when the event brief was first received to when the last adjustment was made on the runsheet.

So, how is an event bible put together? Not unlike the tool kit I like to split my bible into sections as follows:

·      Administration

·      Finance

·      General

·      Logistics

Administration - this part of the file is usually the first one to start filling up. It will generally contain copies of all your contracts, contact details for all your suppliers, speaker bios, floorplans and any other information relevant to the event. 

Finance - in here will be a detailed copy of your budget, invoices relating to the budget and a section for adding any additions made to the budget during the event such as photocopying, taxis etc

General - this is where I usually keep all the information relating to the location and site such as telephone numbers for local emergency services, taxi details, public transport timetables and any sight seeing information.

Logistics - I always have several copies of my run sheet which will also include all the bump in and out information, copies of the event program, flight schedules of interstate or international guests, transfer details and a list of all break out areas being used. 

As before this is not an exhaustive list but it certainly contains the basic things that should be included within the blueprint of your event.

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