Event & Trade Show Planner

Event Overview

Budget Tracker

Category Budget () Actual () Variance () Variance %
Booth/Space 200 4.0%
Travel -200 -10.0%
Accommodation 0 0.0%
Marketing Materials 100 3.3%
Giveaways -100 -6.7%
Catering 2000 100.0%
Staff 0 0.0%
Equipment 0 0.0%
Shipping 50 5.0%
Contingency 1500 100.0%
TOTAL 24500 20950 3550 14.5%

Budget vs Actual

Budget
24500
Actual
20950

Timeline & Checklist

8 Weeks Before

  • Complete booth design and layout
    Due: 2026-04-18 | Owner: Marketing Manager
  • Order marketing collateral (brochures, banners, business cards)
    Due: 2026-04-20 | Owner: Marketing Manager
  • Register company for event and secure booth space
    Due: 2026-04-25 | Owner: Event Coordinator
  • Book flights and accommodations for team
    Due: 2026-04-30 | Owner: HR/Admin
  • Identify and brief key speakers/presenters
    Due: 2026-05-02 | Owner: Event Coordinator
  • Prepare demo content and technical setup
    Due: 2026-05-05 | Owner: Product Manager

4 Weeks Before

  • Conduct staff briefing and role assignments
    Due: 2026-05-18 | Owner: Event Coordinator
  • Test product demos and A/V equipment
    Due: 2026-05-20 | Owner: Product Manager
  • Launch social media campaign and email marketing
    Due: 2026-05-22 | Owner: Marketing Manager
  • Finalize schedule and speaker confirmations
    Due: 2026-05-25 | Owner: Event Coordinator
  • Arrange shipping of booth materials and equipment
    Due: 2026-05-27 | Owner: Logistics

Event Day

  • Early arrival for booth setup and final checks
    Due: 2026-06-14 07:00 | Owner: Setup Team
  • Execute scheduled presentations and talks
    Due: 2026-06-15 10:00-17:00 | Owner: Presenters
  • Actively engage visitors and capture leads
    Due: 2026-06-15 10:00-17:00 | Owner: Booth Staff
  • Network with industry partners and prospects
    Due: 2026-06-15 Evening | Owner: All Staff
  • Collect feedback and conduct survey if applicable
    Due: 2026-06-15 16:00 | Owner: Event Coordinator

Post-Event

  • Follow up with captured leads within 48 hours
    Due: 2026-06-17 | Owner: Sales Team
  • Import leads into CRM system
    Due: 2026-06-18 | Owner: Sales Manager
  • Complete ROI analysis and event report
    Due: 2026-06-20 | Owner: Event Coordinator
  • Conduct team debrief and lessons learned session
    Due: 2026-06-22 | Owner: Event Coordinator
  • Settle invoices and close event budget
    Due: 2026-06-30 | Owner: Finance

Staff Schedule

Assign staff to time slots and roles for the 3-day event.

Staff Name
Day 1 - Morning
Day 1 - Afternoon
Day 1 - Evening
Sarah Johnson
Mark Chen
Emma Wilson

Lead Capture

Captured Leads

Name Company Email Phone Interest Action Notes
John Smith TechCorp john.smith@techcorp.de +49 30 1111 1111 Hot Email Proposal CTO, interested in Q3 implementation

Presentation Planner

ROI Calculator

Cost per Lead
544
Expected Revenue
90000
Event ROI %
267%
Break-even Leads Needed
8

Post-Event Report Template

Executive Summary

Attendance & Metrics

Key Meetings & Partnerships

Lead Summary

Budget vs Actual

Lessons Learned

Recommendations