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AgendaEvents & partiesEvents & celebrations

Event planning meeting

45 minutes 8 blocksFree Free template

A 45-minute event committee meeting: countdown check-in, task status, a budget check, a live task board, owners and deadlines, and one decision.

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Free to use and to run live. No card needed.

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45 min · 8 blocks, drawn to scale Fits exactly
  1. Countdown: how ready do we feel?, 3 minutes 3
  2. Tasks from last meeting: done, on track, stuck, 7 minutesFollow-up 7
  3. Budget check: committed, spent, remaining, 7 minutesInfo 7
  4. Workstream updates by exception, 8 minutesDiscuss 8
  5. Task board: what still needs doing?, 8 minutesBrainstorm 8
  6. Owners and deadlines for every open task, 7 minutesDecide 7
  7. This week's decision, 3 minutes 3
  8. Next meeting and countdown checkpoints, 2 minutes 2
011233445 min
  1. +0′Countdown: how ready do we feel?One word: how ready do we feel for the event?Tip: Say the number of days to go out loud first. The words tell you whether people feel calm or behind.3 minCheck-in
  2. +3′Tasks from last meeting: done, on track, stuckTip: Stuck items get a name and a minute now, or move to the task board.7 minFollow-up
  3. +10′Budget check: committed, spent, remainingTip: By line: venue, food and drink, AV, decor, marketing, contingency. Flag any line over budget before it's spent, not after.7 minInfo
  4. +17′Workstream updates by exceptionTip: Venue, catering, program, marketing, volunteers. Only what's changed or needs help.8 minDiscuss
  5. +25′Task board: what still needs doing?Add a task that still needs doing before the event, and who could own itTip: Silent adding first, then group by workstream. Missing tasks show up fastest when everyone adds at once.8 minBrainstorm
  6. +33′Owners and deadlines for every open task7 minDecide
  7. +40′This week's decisionWhich option should we go with?Tip: One decision per meeting, prepared beforehand: a caterer, a theme, a ticket price. Rename the options.3 minVote
  8. +43′Next meeting and countdown checkpoints2 minWrap-up

In short

An event planning meeting is the regular check-in where an event committee tracks tasks, budget and decisions in the run-up to an event. This 45-minute agenda covers a countdown check-in, task status, a budget check by line, a live task board, owners and deadlines for every task and a vote on one decision.
Time
45 minutes
People
3 to 15 committee members
Cadence
Weekly in the run-up
Plan
Free

Updated October 4, 2026

What's inside

By the end of this meeting, the committee knows the budget position, every open task has an owner and a deadline, and this week's decision is made. The full agenda is drawn to scale above: every block has its own timer when you run it live.

How to run it

  1. 1Meet weekly from about eight weeks out, and more often in the final two weeks.
  2. 2Have the treasurer or budget owner update the numbers before each meeting.
  3. 3Use the task board to catch what's missing, then give every card an owner and a deadline.
  4. 4Prepare one decision per meeting with options and costs, and vote on it.
  5. 5Send the summary as the committee's task list until the next meeting.

Questions people ask

What should be discussed in an event planning meeting?
Progress on tasks, the budget against plan, updates from each workstream, missing tasks, owners and deadlines, and the decisions that need making this week.
What roles does an event planning committee need?
A chair, a budget owner, and leads for the main workstreams: venue and logistics, food and drink, program, marketing and volunteers. Smaller events can combine roles.
How often should an event committee meet?
Weekly in the last two months is common, with short daily check-ins in the final week for larger events.

Run it with your group

Free
  • A timer for every block on the shared screen
  • Results, decisions and actions in the summary
Use this template

Free to use and to run live. No card needed.

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