Event WBS template for Google Docs and Word

The first pages of the Event WBS template

Every page (7)

Overview

This event planning template is a ready-made Google Docs work breakdown structure for teams that run conferences, festivals and launches. It breaks the event into venue, programme, marketing, logistics and staffing packages, each with an ID, an owner and an estimate, across seven designed pages.

Each page carries sample detail for Fallowfield Digital, a fictional agency running a one-day summit for 420 guests, with fictional people and dates. Replace the packages, owners and estimates with your own, and keep the numbering rules so every level still sums to the one above. The communication schedule and run-of-show are the parts teams use most.

Useful for

Planning a one-day conference for 400 guests in a hired venue
Scoping a product launch event with three sponsor stands
Splitting a festival's work between a core team and volunteers

What's included

Venue page with a run-of-show and the venue team
Programme page with a checklist of speakers and content
Marketing page with a communication schedule and channels
Logistics page with an event calendar and key dates
Staffing page with a responsibility grid and a directory
Guide page with steps to replace the sample packages

How to use it

1
Click Make a copy in Google Docs, then confirm on the Google page. The copy is saved to your own Google Drive.
2
Replace the packages, dates and venue with your own event.
3
Assign one owner to every package and check that each owner agrees to it.
4
Check that every level adds up to its parent before you share the plan.
5
Delete the guide page, then share the plan or present it from Google Docs.

What you need

Requirements

A Google account with access to Google Drive

Works with

Google Docs
Microsoft Word (download the .docx)

Questions

Are the agency, people and venue real?

No. Fallowfield Digital, its staff, venue details, phone numbers and guest numbers are fictional sample data, written to show a finished plan.

Can I use it for a wedding or a community event?

Yes. Keep the numbering, owners and estimates, then replace the packages with the tasks your event needs, such as catering, music and permits.

How detailed should the work packages be?

Aim for packages of eight to eighty hours, or one to ten working days, each with one owner, so progress can be seen without micromanaging.

#event-planning
#work-breakdown-structure
#event-wbs
#project-management
#conference-planning
#google-docs-template

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