EVENT MANAGEMENT TOOLBOX

Clear templates and sheets for the daily work of organising events.

Use them to plan tasks, keep budgets in line, track people and responsibilities, and run operations without confusion. Take what you need — or build your own full set for any event.

Why event management needs sharp tools?

Most events don’t fail for lack of effort — they fail because chaos takes over.

  • Too much hurry, too little focus.

  • Tasks get blurred.

  • Key details get lost.

  • People work hard but pull in different directions.

Good tools don’t solve everything — but they calm the noise.

Templates bring order to the rush.

Sheets turn unclear plans into clear tasks.

Guides keep people aligned when time is tight.

In simple terms:

  • Less chaos.

  • Less wasted effort.

  • More clarity.

  • More control.

The real work stays clear — and your event stays on track.

THE EVENT MAGIC CUBE — 6 FOCUS AREAS FOR BETTER EVENT MANAGENT

Solid event management is about clear tasks, clear roles, clear tools.

Every task fits into one of six Focus Areas — together they cover the full system you need to plan, run, and deliver events right.

The 6 Key Focus Areas — your full event system:

  1. Leadership & Management → Sets direction and keeps the whole project under control.

  2. Story Worth Selling/Telling → Shapes the moments and messages that people remember, share, and value.

  3. Space → Secures and sets up the places where your event happens.

  4. Stuff → Provides the equipment, tech, and supplies needed to deliver.

  5. Staff → Brings together the right people, roles, and skills at the right time.

  6. Support Services → Handles contracts, logistics, and risks so the core event runs without friction.

  • The backbone of every event.

    Clear vision, sharp planning, tight budgets, real control.

    When leadership leads and management manages, nothing drifts.

    Core Competencies:

    • Event Impact Awareness

    • Visionary Thinking & Strategic Planning

    • Stakeholder & Partnership Engagement

    • Commercial Strategy & Revenue Planning

    • Comprehensive Event Planning

    • Budgeting & Financial Oversight

    • Governance & Regulatory Compliance

    • Operational Systems & Process Management

    • Crisis & Risk Mitigation

  • No story, no audience.

    Shape moments people remember — and talk about when they leave.

    Get your customer groups right, build journeys worth sharing, tie sales and experience into one.

    Core Competencies:

    • Customer Segmentation Expertise

    • Data Analytics & Customer Insights

    • Experience Design & Journey Mapping

    • Brand Development & Storytelling

    • Event Scheduling

    • Customer Support & Service

    • Sales & Revenue Optimization

    • Event Production & Delivery

    • Attendee Delight & Engagement

  • Everything happens somewhere.

    And, where it happens shapes how it happens.

    Smooth flow, right feel, safe operations — all mapped, built, and run right.

    Core Competencies:

    • Venue Planning & Layout Management

    • Asset & Resource Management

    • Venue Mapping

    • Safety & Crowd Management

    • Access Control & Accreditation

    • Population & Capacity Management

    • Temporary Construction

    • Venue Operations

    • Aesthetics & Environmental Design

  • Details that matter.

    The gear, or equipment & supplies, behind the event.

    Everything from screens to signs to cables to coffee machines — it all counts.

    The right kit, in the right place, at the right time — no excuses, no delays.

    Core Competencies:

    Inventory Management

    Equipment & Supplies Checklist

    Procurement & Vendor Management

    Logistics & Delivery

    Tech & Machinery Coordination

    Digital Asset Management

    Signage & Wayfinding

    Sustainability Planning

    Circular Economy & Reuse

  • People make or break your day.

    Recruit well, train right, define every role — and your team carries the event when it matters.

    Keep them clear, motivated, and looked after — they’ll return the favour.

    Core Competencies:

    • Leadership & Team Motivation

    • Role Definition & Accountability

    • Staffing Plans & Optimization

    • Talent Sourcing & Recruitment

    • Training & Development

    • Communication & Collaboration

    • Recognition & Retention

    • Resource & Equipment Allocation

    • HR Policy Implementation

  • Everything you decide not to do by yourself.

    That is wise.

    The glue holding your plans together.

    Contracts, waste, catering, IT, authorities, emergency plans — invisible work that keeps the main show smooth.

    When support fails, the whole event feels it — when it works, no one notices.

    No surprises, no friction, no loose ends.

    Core Competencies:

    • Daily Operations Planning

    • Coordination with Authorities

    • Environmental & Waste Management

    • Technical & IT Infrastructure

    • Emergency & Safety Planning

    • Logistics & Service Support

    • Creative & Technical Production

    • Catering & Food Service

    • Vendor Management & Quality Control

  • Got you.

    There is no others.

    Everything you need to in event organising fits in to one of the key areas of event management.

    These cover the full scope of what must be planned, done, and managed:

    • Leadership & Management

    • Customer Experience

    • Space

    • Stuff

    • Staff

    • Support Services

Event Management Toolbox: Proven, ready-to-use, Templates and Tools for Event Organisers daily work.

  • Use this tool to provide a clear overview of key event Programs tracking objectives, responsibilities, milestones, and status across all phases to ensure smooth coordination and successful execution

    🗂 Major Event Program Planning Template

    Use this tool for planning and timing key milestontes, events and programs of major event

  • Laptop displaying a spreadsheet titled 'Sheet: 54 Event Management Core Competencies' with various columns including core competencies, definitions, purposes, and examples.

    54 Core Competencies in Event Organising

    Use this guide to ensure your team is equipped with the right skills for delivering exceptional event experiences.

  • Major Event Master Timeline Planner Sheet

    ⏳ Major Event Master Timeline Planner

    Use this Cheat Sheet for Timeline Planning including Main Events, Major Milestones, Key Dates and Deadlines and Major Event Program Planning.

  • Use this essential tool to track, manage, and engage your event’s key stakeholders effectively, ensuring smooth collaboration and alignment across all stages of event planning.

    🫂 Simple Stakeholder monitoring table

    Use this template to track, manage, and engage your event’s key stakeholders effectively.

  • CHEAT SHEET FOR MASTER PLANNING TASKING

    CHEAT SHEET FOR MASTER PLANNING TASKING

    A comprehensive guide for event organizers to navigate the master planning phase of large events.

  • Download event budget template

    Event Master Budgeting template

    Use this tool to help you to compose your event master budget by different income streams and production cost sources.

  • Download Event Daily Run Sheet template

    Event Daily Runsheet Template

    A simple but super useful sheet to schedule and manage start and end times of different services and operations.

  • Download Event Customer Journey Sheet

    Event Customer Journey Sheet

    Use this tool to help you to design your event experiences, services, actions and operations you wish to deliver for your event customers

  • Download Event Venue Population Sheet

    Event Venue Population Sheet

    Use this sheet to estimate population at your venue during different (sub)events by customer groups.

  • Download Event Rundown Sheet

    Event Rundown sheet

    Use this template to compose your minute-by-minute event rundown sheet for your main program(s).

  • Download Event Customer Wow Sheet

    Event Customer Wow Sheet

    Use this sheet to go for the extraordinary customer experience by planning the special moments you will surprise your event guests and customers.

  • Download Event Contingency Plan Sheet

    Event Contingency Plan Sheet

    Use this template to make an action plan to most important risks, incidents, issues or emergencies of your event.

  • Event Risk Register Sheet

    Event Risk Register Sheet

    Use this sheet to list define and identify different operational risks of your event.

  • Get Event Customer Group Matrix

    Event Customer Group Matrix

    Use this sheet to collect all key information on your customer segments and customer groups in one place.

  • Computer monitor displaying a webpage titled 'Winning Blueprint for Major Event Bidding' with a list of steps, a blue graphic with icons numbered 1 to 8, and some social media comments on the right side.

    WINNING BLUEPRINT FOR MAJOR EVENT BIDDING 🏆

    Ideal for Host Cities and Organizers of Major Events aiming to win the most suitable event bidding projects

  • A comprehensive cheat sheet guide listing 167 essential tasks for the event planning phase, helping organizers translate strategic vision into detailed plans.

    CHEAT SHEET FOR EVENT PLANNING TASKING

    A comprehensive cheat sheet guide listing 167 essential tasks for the event planning phase, helping organizers translate strategic vision into detailed plans. 

  • A compact one-sheet template listing key tasks for Event Directors during the event delivery phase.

    🎫 CHEAT SHEET FOR EVENT DELIVERY TASKING

    A compact one-sheet template listing key tasks for Event Directors during the event delivery phase.

  • Estimating the direct economic impact of an event is crucial for organizers and host cities aiming to understand the financial benefits of their efforts. This template offers a simple, yet reliable, approach to calculating the financial influence an

    🫰 FORMULAS TO CALCULATE DIRECT ECONOMIC IMPACT ESTIMATES

    This essential tool provides four customizable calculators to help event organizers and host cities estimate simple the direct economic impact of their events. 

  • Computer screen displaying a spreadsheet titled 'Feasibility Study for Major Event Bidding' with various checklists and tasks related to city event planning.

    ✅ FEASIBILITY STUDY CHECKLIST FOR WINNING EVENT BIDDING

    A comprehensive tool for event organizers and host cities to evaluate the viability of hosting major events through over 100 sub-tasks, ensuring a thorough and structured assessment.

  • Computer monitor displaying a spreadsheet titled 'Evaluation Criteria Table for Major Events' with categories, descriptions, importance scores, and total scores.

    🏆 EVALUATION CRITERIA TABLE FOR MAJOR EVENTS

    Use this Evaluation Criteria Table to systematically assess potential events or host cities.

  • Computer monitor displaying a spreadsheet titled 'Co-Organizer Task and Responsibility Matrix' with tabs, columns, and rows detailing venue-related responsibilities, costs, and maintenance tasks.

    CO-ORGANIZER TASK AND RESPONSIBILITY MATRIX

    A comprehensive tool to define, allocate, and manage tasks, responsibilities, and financial obligations across multiple co-organizers.

  • Managing multiple contracts and partnerships is a critical part of delivering a successful major event. The Major Event Contract Matrix provides a structured way to track and manage the key details of each partnership, from sponsors to suppliers and

    MAJOR EVENT CONTRACT MATRIX

    An essential tool for managing all partnerships involved in the production of a major event

Support for Event Organisers & Production Teams

Delivering an event well isn’t just about big plans — it’s about the daily work that makes them real. With decades of hands-on experience, I help event teams stay sharp, organised, and focused — backed by proven templates and clear systems.

Here’s how I can help:

✅ Ready-to-Use Templates & Sheets
Practical tools to plan tasks, manage budgets, map customer journeys, brief teams, contract suppliers — and more.

✅ Coaching Session for Your Event Team
A focused session to strengthen leadership and management. Get clear on tasks, roles, workflows, and daily delivery. From 135 EUR/hour (excl. VAT)

✅ Keynote: The Event Magic Cube
A clear 30–45 minute keynote to show your team the six areas and 54 skills that hold every event together — and how to master them in practice. From 2’000 EUR (excl. VAT + travel)

✅ Ultimate Swipe Files & Folders
100+ tools, templates, and checklists covering all 54 core competencies — delivered as a practical starter kit for any event size. 7’500 EUR (excl. VAT) delivered by one week.