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Event Planning Templates

Conference Planning Templates

Conference Planning

Are you planning to organize a conference for your company? Well, you must have a million questions racing through your head! Where will the conference be held? Who will sponsor it? What will the budget be? Who will be invited? Will there be a chief guest? And so on!

Organizing and conducting a conference is not a simple task. However, with a lot of planning, a little bit of hard work, and the right people, you can easily plan a successful conference!

From companies to colleges, NGOs to start-up ventures, conferences are vital for all forms of organization.

How to plan a successful conference? 

  • Give yourself sufficient time to plan the conference (Last-minute planning is never a good idea!). 
  • Decide on the subject matter and theme of your conference.
  • Set a target audience depending on the above.
  • Set the budget for the conference and start looking for sponsors.
  • Assign a team to plan and manage the conference.
  • Choose your speakers and topics of discussion carefully.
  • Decide on a venue and date for the conference.
  • Arrange vendors to supply the relevant materials.
  • Conduct the conference!

Conference planning can be quite stressful. Are you looking for a conference planning template to make your job easier? Well, your search is over! Stackby has created a state-of-the-art Conference Planning Template just for you! This template will allow you to monitor every aspect of your conference and prevent you from overlooking any detail, big or small.

With Stackby’s Conference Plan Template, you will be able to:

  • Plan your entire event from a single platform!
  • Record the sequence of events for each conference and the corresponding venue.
  • Add images of the venue to the template for future reference. 
  • Store the seating capacity of the particular venue. 
  • Record the date, time, and duration of each event of the conference.
  • Track the speaker assigned to each event and the corresponding topic of discussion.
  • Add contact details and headshots of each speaker to your conference plan template.
  • Record details of companies sponsoring your event. Add details of the contact person from each company to avoid any communication gap.
  • Record the amount sponsored by each company and the current status of the sponsorship (Approached/ Committed/ Received).
  • Track the members of the team responsible for organizing and conducting the conference.
  • Store contact details of the members and their current designation.
  • Keep track of the budget for your conference. Monitor the amount spent on each task and the corresponding budget assigned to it. This will help you check if you are overshooting the budget.
  • Record the list of topics that will be discussed at the conference and add notes, if necessary.
  • Track and update the details as and when necessary.

Whether it’s the venue or the budget, sponsors of the speakers, Stackby’s Conference Planning Template is a one-stop solution to all your problems. Collaborate with your team to organize a successful conference with our easy-to-use conference planning template!

Event Marketing Plan Templates

Event Marketing Plan

Are you planning a product launch event for your company? Are you worried about the partner’s conference next week? Do you want to organize a social outreach event for your community? 

Whether you’re a start-up venture or a well-established organization, every company organizes multiple events throughout the year for one reason or another. It can be a conference for the senior managers, a green initiative to encourage people to plant trees, a college workshop, or a product launch.

Regardless of its nature, the key to a successful event is proper planning and marketing. Every minute detail of the event has to be properly planned. From the vendors who will supply the refreshments to the sponsors who will provide the funding, an event planner is responsible for organizing and managing everything. It is for folks like these that Stackby introduced the Event Planning Template.

Companies resort to event marketing as a strategy to promote their product or brand via real-time engagement. The face-to-face contact between the company and customers during such events provides the latter with a more interactive and engaging experience. This increases the likelihood of your product being sold!

However, organizing and managing such events can be quite a hassle. With too many variables on the board, the chances of something going wrong increases. What can you do to make your event team’s job easier?

Well, you’ve come to the right place! With Stackby’s Event Marketing Plan Template, you can keep track of every detail on a single interface. 

Be it the venue, sponsors, to the VIP guests attending your event; our Event Marketing Template takes care of everything. Using this event marketing plan template, you will be able to:

  • Track all the events being organized by your company in one place.
  • Record the type of event being organized (Keynote Address/ Workshop/ Exhibition/ Conference/ Panel Discussion/ Charity/ Environmental Event/ etc.).
  • Find a venue for the event and record details of the same.
  • Store a detailed description of the avenue along with the address.
  • Add photos of the venue to the marketing timeline template.
  • Record the number of events being held at a particular venue. 
  • Track the start date and the end date for the event.
  • Assign a team leader to each event from your company.
  • Monitor the deadline set for planning the event.
  • Store the list of tasks pending for each event and the corresponding current status of the task. You can also track the deadline you’ve set for each task to ensure that the work gets done on time.
  • Record contact details of vendors and the tasks assigned to each concerning an event.
  • Store details of the assets engaged in each event (Laptop/ Projector/ Banners/ Notebooks/ etc.).
  • Record details of sponsors and the amount contributed by each. 
  • Track details of the VIP guests for each event, their current location, and contact details.

With Stackby’s Event Marketing Plan Template, you can track and update each detail in a single place. This user-friendly template is a must-have for your event planning team. Conduct all your events without breaking a sweat with this event marketing plan template. 

Trade Show Planning Templates

Trade Show Planning

Are you planning an exhibition? Do you want to organize a trade fair in your city? Or are you looking for sponsors to fund your event? If the answer is yes, then you need proper software to help you manage your event! Stackby’s Trade Show Planning Template was designed for just that.

With multiple variables on the board, keeping track of everything can be quite a hassle! However, the key to a successful trade show plan is proper management.

From allotting booths to companies to tracking the revenue generated, each aspect needs to be carefully monitored.

Everyone aims to organize a trade show that leaves a lasting impression on their guests and generates revenue for their company at the same time.

To solve all your problems and assist you in your trade show plan, Stackby is here with its tailor-made Trade Show Planning Template. You can now record every detail of your trade show, conference, or exhibition plan with the click of a single button. 

With Stackby’s Trade Show Template, you can track your sponsors, booths, VIP guests, and so on. It can be used for exhibitions, conferences and trade shows. Using this trade show planning template, you can:

  • Record the names of all companies that are taking part in your exhibition.
  • Store the contact details of the company representative to facilitate smooth communication.
  • Assign booths to each company in your exhibition.
  • Record the type of booth assigned to the company. You can also record the company’s total booth cost and the total number of stalls booked by each.
  • Record the potential revenue of each booth and monitor the realized revenue for the same. Calculate the difference to analyze where you are falling behind.
  • Record the details of all the sponsors for the event or exhibition.
  • Store the sponsorship type (Platinum/ Gold/ Silver) and the same (In Discussion/ Confirmed/ Paid) status. 
  • Track the amount of money contributed by each sponsor. You can also attach the sponsorship proposal with your template to allow easy access to your team members.
  • Record the name of the VIP guests visiting your exhibition and the corresponding date of the visit. Keep a record of the number of gifts passes sent to each VIP guest to date.
  • Track the exhibition-related tasks due to be completed and the deadline for each task. Assign a team and team leader to each task to ensure that it is done on time.
  • Store the details of all your team members and their supervisors.

You can now record and update all the details of your exhibition with our user-friendly Trade Show Planning Template. Copy the stack today and organize a successful event with minimum effort!

Volunteer Management Templates

Volunteer Management

A volunteer management template can help you juggle between different tasks of planning volunteer opportunities, promoting them, engaging them, and retaining them for the long term.

With Stackby’s volunteer management template, you can streamline the complete process of recruiting and managing volunteer work for your organization.

  1. Create value: Strategic administration of volunteer work can help you save time. You can easily create reports when you have organized data accurately. 
  2. Online registration: Use Stackby forms to register your volunteers online and organize their data on your Stack automatically. Online registration ensures fewer errors as compared to paper-based applications. 
  3. Easy reports: You can use a volunteer management system to check how volunteers are performing and interacting with your organization. This way you can easily optimize your volunteer management process.  

Read more: Stackby Forms  

What is Volunteer Management? 

Volunteer management is a process of creating a system for recruitment, training, engagement, and coordination of volunteers. In other words, it is the process of managing the volunteers in an organization. Creating a proper volunteer management plan can help you speed up the operations, choices, and objectives of managing volunteers. 

The Three R’s of Volunteer Management 

A strategic approach to volunteer management involves 3 R’s: recruitment, retention, and responsibility. 

  1. Recruitment: The process of hiring volunteers to do the work of your organization 
  2. Retention: Ensuring that volunteers are satisfied with your organization 
  3. Responsibility: Providing a rewarding, valuable experience to the volunteers 

How to Start a Volunteer Management Database? 

A volunteer management database is the most essential tool for every coordinator. The most effective tool is that it can be stored online and can be accessed everywhere. It should store all the contact information of volunteers along with their house details, skills, availability, etc. 

Creating a volunteer management database on platforms like Stackby makes it easier for you to optimize registration and engagement capabilities. Moreover, it eliminates the need for manual data entry and errors. 

Stackby provides an automated volunteer management tool that helps you store everything about volunteer programs, campaigns, volunteers, volunteer sites, and coordinators. Your whole team can collaborate on this tool in real-time, making it easier to work together even from remote locations. 

Who can Use Stackby’s Volunteer Management Template? 

Stackby’s volunteer management template can be used by non-profit organizations, volunteer program managers, recruitment teams, and administrative staff.  

How is Stackby’s Volunteer Management Template Helpful for You? 

Stackby’s volunteer management template helps you streamline your workflows so that your team can work together without any inconsistencies. It will increase your team’s productivity and make it easier for your team to generate effective reports. With this template, you can do the following: 

  • Record the list of volunteers and their status (Active, Inactive).
  • Store the basic details of the volunteers like email, photos, date joined, phone number, and total campaigns involved.
  • Keep track of volunteer programs and campaigns such as campaign type, number of active volunteers, total volunteers, and campaign collaborators.
  • Add campaign attachments necessary for the team. 
  • Record the details of the volunteer programs started by your organization and their corresponding volunteering events. 
  • Track all your volunteer sites in one place, their name, campaigns, owner, contact number, coordinator, and volunteering events. 
  • Keep a record of all the program coordinators, their names, contact numbers, and emails. 
  • Keep a track of all the volunteering events, their start date, volunteering programs, campaigns, and volunteers. 

Other management templates to manage your workflows:

Coworking Management System Template  

Visitor Management System Template 


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