Event Brief Template: What to Include (Copy and Paste)
You’ve been asked to get quotes for an away day, party or conference social, and nobody has said what to send suppliers. An event brief is a one-page document setting out your goals, audience, date, budget and needs, so suppliers can propose and price accurately. Our event brief template is below, ready to paste into Word or Google Docs.
What is an event brief?
An event brief is a short document you write before approaching suppliers. It says what the event is for, who is coming, when and where, and what you can spend.
Event brief vs event proposal
You write the brief; the supplier writes the proposal. The brief says what you need. The proposal says what they would deliver and what it would cost. Send one brief to several suppliers and their proposals are easy to compare.
The event brief template (copy and paste)
Copy this block into a document and replace each prompt with your details.
EVENT BRIEF
Contact: [name, role, email, phone]
Event type: [e.g. summer team away day]
1. OBJECTIVE: [what the event is for; what success looks like]
2. AUDIENCE: [number of guests, or a range; team, clients or mixed; any remote guests]
3. DATE AND TIMINGS: [preferred date; flexible or fixed; start and finish times]
4. VENUE: [own space (size) or need help finding one; preferred area]
5. FORMAT: [ideas, or "open to suggestions"; anything to avoid]
6. BUDGET: [total or range; what it must cover]
7. BRANDING, AV, LOGISTICS: [logos or theme; microphones, screens; access and load-in]
8. ACCESS AND DIETARY NEEDS: [mobility, sensory, neurodiversity; allergies, non-drinkers]
9. DECISION: [who signs off; proposals needed by; decision by]What to put in each section
Each field answers a question a supplier would otherwise have to ask you.
Objectives and audience
State the purpose in a sentence and give a real headcount. Group size drives which activities work and how much space you need. If numbers may change, give a range (“60 to 80”) and flag remote or hybrid colleagues.
Date, timings and flexibility
Give a preferred date and say whether it can move. A supplier with a free slot a week later may be able to offer better availability. Include start and finish times.
Venue and space
Say whether you have a venue and, if so, its room size and any restrictions such as noise limits. If you don’t, write “need help finding one” or read our guide to choosing a corporate event venue. We include a free venue finding service as standard with our corporate events.
Format and activities
“Open to suggestions” is fine. A list of what to avoid is more useful than a wish list, such as activities that exclude mixed abilities or revolve around alcohol. For inspiration first, see our corporate event ideas.
Budget
Give a range rather than withholding it. A supplier who knows your budget can propose something that fits. Say what it must cover, such as entertainment only or entertainment plus venue and catering.
Branding, AV and logistics
Mention logos, colours or corporate event themes, and any AV you need. Add what you know about access, parking and load-in times. If you don’t know yet, write “to be confirmed with venue”.
Accessibility, dietary and other needs
List known access needs and dietary requirements, including non-drinkers. Confirm specifics with each supplier, as what they can adapt varies.
Decision process and deadlines
Name who signs off and the dates for proposals and a decision. It is easy to leave out, but without it a supplier can’t tell how soon you plan to book.
A filled-in example (illustrative)
This example is invented to show the level of detail that works. It isn’t a real client.
| Field | Example entry |
|---|---|
| Event | Summer away day for a sales team |
| Objective | Reward the team after a busy quarter; help two new starters meet everyone |
| Guests | 45, all in person |
| Date and timings | A Friday in July, flexible by a week; 1pm to 5pm |
| Venue | Own open-plan office, about 120 square metres |
| Format | Competitive but not physical; open to ideas |
| Avoid | Heavy alcohol focus; two people don’t drink |
| Budget | £X to £Y for entertainment only |
| Decision | Head of People signs off; proposals by 30 May, decision by 6 June |
Must-have vs nice-to-have
If you only have 15 minutes, cover the must-haves and add the rest later.
| Must-have | Nice-to-have |
|---|---|
| Number of guests (or range) | Colour scheme and branding detail |
| Preferred date and flexibility | Photos of the venue |
| Budget range | Events you’ve liked before |
| Venue, or a request for help finding one | A supplier shortlist |
| Access and dietary needs | Post-event feedback plans |
| Who decides, and by when |
Word, PDF or Google Docs?
Use whichever your team already works in. Paste the template in, fill it in, and send it as an attachment or link; save as a PDF only if you don’t want it edited. The template above is plain text, so it pastes into any of them.
What happens after you send it
A good supplier confirms they’ve understood, flags anything unclear, then sends a proposal. Our enquiries get a reply within one business day, and the earlier you send the brief, the more time to plan a corporate event you have. For help beyond the proposal, our event management service covers end-to-end planning, venue sourcing, entertainment, catering and transport coordination. Once you’ve picked a supplier, our corporate event planning checklist covers what to do between brief and event day.
As one client put it: “Gold Tier arrived at the exact time they said they would, they set everything up ready for the start of our event.” — Diane Collins, Business Developer, Howdens.
FAQs
How do I create an event brief?
Start with the goal and the headcount, then add the date, location, budget range and the kind of event you want. Note any must-haves, such as accessibility needs, and say who signs off the decision and by when. Keep it to one page and send the same document to every supplier.
Can you provide a free event planning template in Word?
Yes. Copy the template above into a blank Word or Google Docs file and fill in each field. The template is plain text, so it pastes into any format. For the wider plan around your brief, our corporate event planning checklist covers the steps from first idea to the day itself.
What is an event briefing?
It depends on the context. An event brief is the document you send suppliers before the event so they can propose and quote. An event briefing is usually a meeting held close to or on the day, where the team runs through timings, roles and any last-minute changes.
What is event management in simple words?
Event management is planning and running an event from start to finish: setting the goal, choosing the venue, booking entertainment, arranging catering and transport, and making sure everything runs to time on the day. Some organisers do it themselves; others hand it to a supplier who coordinates it all.
Tell us about your event and we’ll put together a tailored proposal. Send us your brief and we’ll reply within one business day.