| name | event-coordinator |
| description | Event planning guide covering timeline creation, venue selection, catering, invitations, budget management, vendor coordination, day-of checklists, and post-event follow-up for birthdays, graduations, reunions, holiday parties, and more.
Use when the user asks about event coordinator, or needs help with event planning guide covering timeline creation, venue selection, catering, invitations, budget management, vendor coordination, day-of checklists, and post-event follow-up for birthdays, graduations, reunions, holiday parties, and more.
Do NOT use when the request requires professional specialized advice or falls outside the scope of event coordinator.
|
| license | Apache-2.0 |
| metadata | {"author":"foundry-skills","version":"1.0.0","tags":"relationships personal-communication event-planning","category":"family-relationships","subcategory":"relationships-communication","depends":"","disclaimer":"none","difficulty":"intermediate"} |
Event Coordinator
When to Use
Use this skill when:
- User asks about event coordinator
- User needs guidance on event coordinator topics
- User wants a structured approach to event coordinator
Do NOT use when:
- Request requires professional consultation beyond educational guidance
- User needs emergency assistance
Questions to Ask the User First
- What type of event? (Birthday, graduation, reunion, holiday party, dinner party, shower, memorial, corporate, etc.)
- How many guests? (Approximate number)
- Date and time preferences? (Flexible or fixed?)
- Budget? (Total amount available)
- Venue preference? (Home, rented space, restaurant, outdoor, etc.)
- What vibe/theme are you going for? (Casual, formal, themed, surprise, etc.)
- Is food important? (Full meal, heavy apps, cake and dessert, potluck)
- Any cultural or dietary considerations?
- Who else is helping plan? (Solo or committee)
- What's your planning timeline? (How far out is the event?)
- Any special elements? (Entertainment, activities, speeches, presentations)
- Guest of honor preferences? (For celebrations centered on a person)
Event Planning Timeline
The Universal Event Planning Timeline
EVENT PLANNING TIMELINE:
3-6 MONTHS BEFORE (or as early as possible):
[ ] Define event purpose and goals
[ ] Set budget (see budget template below)
[ ] Choose date (check for conflicts: holidays, other events, key attendees)
[ ] Create guest list (draft)
[ ] Research and book venue
[ ] Identify key vendors needed (caterer, photographer, DJ, etc.)
[ ] Choose theme or aesthetic direction
2-3 MONTHS BEFORE:
[ ] Finalize guest list
[ ] Send Save the Dates (for larger events)
[ ] Book vendors and confirm details
[ ] Plan menu/catering
[ ] Order/design invitations
[ ] Plan entertainment or activities
[ ] Book any equipment rentals (tables, chairs, linens, AV)
6-8 WEEKS BEFORE:
[ ] Send invitations (allow 3-4 weeks for response)
[ ] Order decorations and supplies
[ ] Plan timeline for the day of the event
[ ] Arrange parking/transportation if needed
[ ] Order specialty items (custom cake, personalized items)
[ ] Confirm all vendor bookings in writing
3-4 WEEKS BEFORE:
[ ] Follow up on RSVPs (call/text non-responders)
[ ] Finalize headcount for catering/seating
[ ] Create seating arrangement (if applicable)
[ ] Finalize event day timeline
[ ] Plan playlist or music
[ ] Purchase remaining supplies
1-2 WEEKS BEFORE:
[ ] Confirm all vendors (call each one)
[ ] Finalize setup and breakdown assignments
[ ] Prepare any speeches, toasts, or presentations
[ ] Make directional signs if needed
[ ] Prep any DIY decorations or favors
[ ] Create a contact list of all vendors with phone numbers
[ ] Delegate day-of responsibilities
2-3 DAYS BEFORE:
[ ] Grocery shop for any food items
[ ] Prep any make-ahead food
[ ] Clean and prepare venue (if at home)
[ ] Set up what you can in advance
[ ] Charge all devices (camera, phone, speakers)
[ ] Check weather forecast (outdoor events: have backup plan)
[ ] Confirm setup/delivery times with vendors
DAY OF:
[See Day-Of Checklist below]
AFTER THE EVENT:
[ ] Send thank you notes (within 1-2 weeks)
[ ] Share photos with guests
[ ] Return rentals
[ ] Pay final vendor invoices
[ ] Review what went well and what to improve
Budget Management
Event Budget Template
EVENT BUDGET PLANNER:
Event: _______________
Date: _______________
Total Budget: $_______________
BUDGET ALLOCATION GUIDE (adjust percentages to your priorities):
VENUE (30-40%): Budget: $___ Actual: $___
Venue rental: $___
Tables and chairs: $___
Linens: $___
Lighting: $___
FOOD & DRINK (30-40%): Budget: $___ Actual: $___
Catering/food: $___
Beverages (alcoholic): $___
Beverages (non-alcoholic): $___
Cake/dessert: $___
Serving supplies: $___
DECORATIONS (5-10%): Budget: $___ Actual: $___
Centerpieces: $___
Balloons/banners: $___
Flowers: $___
Table decor: $___
Theme-specific items: $___
ENTERTAINMENT (5-10%): Budget: $___ Actual: $___
DJ/musician: $___
Photo booth: $___
Activities/games: $___
AV equipment: $___
INVITATIONS (2-5%): Budget: $___ Actual: $___
Invitations: $___
Postage: $___
Digital alternative: $___
FAVORS/GIFTS (2-5%): Budget: $___ Actual: $___
Party favors: $___
Gift for guest of honor: $___
MISCELLANEOUS (5-10%): Budget: $___ Actual: $___
Photography: $___
Tips for vendors: $___
Emergency/contingency: $___
Parking/transportation: $___
TOTAL ESTIMATED: $___
CONTINGENCY (10%): $___
GRAND TOTAL: $___
Budget-Saving Strategies
BUDGET OPTIMIZATION:
VENUE:
- Host at home (biggest cost savings)
- Use a park or community center (often $50-300 vs $500-3000)
- Off-peak timing: brunch or lunch is cheaper than dinner
- Non-Saturday dates are usually less expensive
- Ask about package deals that include tables/chairs
FOOD & DRINK:
- Heavy appetizers instead of full plated dinner (30-40% savings)
- Potluck for casual events (assign categories to avoid 12 pasta salads)
- Taco bar, pizza, or BBQ instead of formal catering
- Batch cocktails instead of full open bar
- BYOB (provide mixers and non-alcoholic options)
- Sheet cake instead of custom tiered cake
- DIY dessert bar (cookies, brownies, cupcakes)
DECORATIONS:
- Greenery > flowers (eucalyptus, ferns are cheaper than blooms)
- Candles create atmosphere cheaply
- Balloons make a big impact for little cost
- Dollar store, thrift stores, and Dollar Tree for vases and containers
- Borrow decorations from friends
- Nature: branches, pinecones, leaves (free and beautiful)
INVITATIONS:
- Digital invitations (Evite, Canva, Paperless Post -- many free options)
- Group text for very casual events
- Facebook event for informal gatherings
ENTERTAINMENT:
- Spotify playlist instead of DJ ($0)
- Lawn games instead of hired entertainment
- Disposable cameras or phone photo challenges instead of photo booth
- Group activities: trivia, karaoke, etc.
Venue Selection
Venue Comparison Worksheet
VENUE COMPARISON:
| Venue A | Venue B | Venue C
--------------------|----------------|----------------|--------
Name: | ___ | ___ | ___
Cost: | $___ | $___ | $___
Capacity: | ___ | ___ | ___
Available date(s): | ___ | ___ | ___
Indoor/Outdoor: | ___ | ___ | ___
Rain backup: | ___ | ___ | ___
Tables/chairs incl: | ___ | ___ | ___
Kitchen available: | ___ | ___ | ___
Alcohol policy: | ___ | ___ | ___
Setup time allowed: | ___ | ___ | ___
Cleanup required: | ___ | ___ | ___
Parking: | ___ | ___ | ___
AV equipment: | ___ | ___ | ___
Restrictions: | ___ | ___ | ___
Deposit required: | ___ | ___ | ___
Cancellation policy:| ___ | ___ | ___
QUESTIONS TO ASK EVERY VENUE:
1. What's the total cost including all fees and taxes?
2. What's included (tables, chairs, linens, cleanup)?
3. Can we bring our own food and alcohol?
4. Is there a required caterer or approved vendor list?
5. What's the noise ordinance/curfew?
6. When can we access for setup?
7. What's the cancellation/refund policy?
8. Is there a security deposit? What forfeits it?
9. Are there any decorating restrictions?
10. Is the space ADA accessible?
11. What's the parking situation?
12. Is there a rain/weather backup option?
Catering and Food Planning
Food Quantity Guide
FOOD QUANTITY ESTIMATION:
APPETIZER-ONLY EVENT (2-3 hours):
8-12 pieces per person
4-6 different types minimum
Include: protein, vegetable, starch, something indulgent
DINNER EVENT:
Protein: 6-8 oz per person
Starch/side: 4-6 oz per person (each side)
Salad: 1.5 cups per person
Bread: 1.5 rolls per person
Dessert: 1 serving per person + 10% extra
DRINKS:
Non-alcoholic: 2-3 drinks per person for first hour, 1 per hour after
Alcoholic (if served): 2 drinks per person for first hour, 1 per hour after
Plan for: 60% beer/wine, 40% cocktails/spirits (or adjust to crowd)
Always provide appealing non-alcoholic options
BUFFET vs. PLATED:
Buffet: Order 15-20% more food (people take more at buffets)
Plated: Order exactly per headcount + 5% extra
Passed appetizers: 2-3 pieces per person per type
DIETARY CONSIDERATIONS:
Always provide at least one option for each:
[ ] Vegetarian
[ ] Vegan
[ ] Gluten-free
[ ] Nut-free
Ask about allergies on RSVP or invitation
Menu Planning Template
EVENT MENU PLAN:
Event: _______________
Guest count: ___
Dietary needs noted: _______________
COCKTAIL HOUR / APPETIZERS:
1. _______________ (qty: ___)
2. _______________ (qty: ___)
3. _______________ (qty: ___)
4. _______________ (qty: ___) [veg/vegan option]
MAIN COURSE:
Protein: _______________ (qty: ___)
Vegetarian option: _______________ (qty: ___)
Starch: _______________ (qty: ___)
Vegetable: _______________ (qty: ___)
Salad: _______________ (qty: ___)
Bread: _______________ (qty: ___)
DESSERT:
Main dessert: _______________ (qty: ___)
Additional: _______________ (qty: ___)
BEVERAGES:
Non-alcoholic: _______________
Alcoholic (if applicable): _______________
Water: [ ] Pitcher service [ ] Bottles [ ] Dispenser
SERVICE STYLE:
[ ] Buffet
[ ] Plated
[ ] Family style
[ ] Food stations
[ ] Passed appetizers
[ ] Potluck (assign categories)
Invitation Design and Tracking
INVITATION CHECKLIST:
ESSENTIAL INFORMATION:
[ ] What: Name/type of event
[ ] Who: Guest of honor (if applicable)
[ ] When: Date, start time, and end time
[ ] Where: Address + directions or map link
[ ] RSVP: Method and deadline
[ ] Dress code (if any)
[ ] Special instructions (parking, what to bring, etc.)
OPTIONAL INFORMATION:
[ ] Theme or suggested attire
[ ] Registry information (for showers/weddings)
[ ] Menu preview (helps with dietary planning)
[ ] "Hosted by" or "Join us for"
[ ] Gift preferences ("Your presence is the present" or no gifts)
[ ] Plus-one policy
RSVP TRACKING:
Name | Invited | RSVP | Yes/No | Dietary | Plus-one | Notes
_______________|_________|______|________|_________|__________|______
_______________|_________|______|________|_________|__________|______
_______________|_________|______|________|_________|__________|______
Total invited: ___
RSVPs received: ___
Attending: ___
Not attending: ___
No response: ___
Follow-up non-responders: [date, 1 week before deadline]
Estimated attendance (plan for): RSVPs yes + 80% of no-responses
Event Types
Birthday Party Planning
BIRTHDAY PARTY TEMPLATE:
Guest of honor: _______________ turning ___
AGE-APPROPRIATE ELEMENTS:
Children (1-5): Short (1.5-2 hrs), simple activities, parent-supervised
Children (6-12): Theme-based, games/activities, 2-3 hours
Teens (13-17): Experiential, social, cool factor, 3-4 hours
Adults (milestone): Celebration, memory sharing, speeches, open-ended
BIRTHDAY TIMELINE TEMPLATE:
[Start time]: Guests arrive, welcome, mingle
[+30 min]: Activity 1 or games begin
[+60 min]: Activity 2 or break
[+90 min]: Food service
[+120 min]: Cake, candles, singing
[+135 min]: Gift opening (if applicable) or more socializing
[+150-180 min]: Wind down, goodbye, favors
SPEECH/TOAST TEMPLATE:
"When I think of [name], the first thing that comes to mind is [quality].
I remember [specific story or moment]. [Name] is the kind of person who
[characteristic]. On this [milestone] birthday, I want to say [personal
message]. Everyone, please raise your glass to [name]. Happy birthday!"
Graduation Party
GRADUATION PARTY:
Display: Photos from childhood through graduation
Memory book: Guest sign-in with advice for the grad
Activities: Slideshow of school years, trivia about the grad
Food: Grad's favorite foods, school colors in decor
Special touch: Letters from teachers, coaches, family members
Holiday Party
HOLIDAY PARTY:
Timing: 2-3 weeks before the actual holiday (calendars fill up)
Theme options: Ugly sweater, white elephant, cookie exchange,
cocktail party, caroling, holiday movie marathon
Key elements: Signature drink, festive music, cozy atmosphere
Activity: Gift exchange game, holiday trivia, ornament decorating
Food: Mix of classic and unique holiday treats
Day-Of Event Checklist
DAY-OF MASTER CHECKLIST:
MORNING / SETUP:
[ ] Arrive at venue at scheduled setup time
[ ] Meet vendors as they arrive (have contact list handy)
[ ] Set up tables and chairs per layout plan
[ ] Decorate: centerpieces, signage, entrance, photo area
[ ] Set up food/drink stations
[ ] Set up AV/music system and test
[ ] Place guest book or memory display
[ ] Set out supplies: napkins, plates, utensils, cups
[ ] Prepare a welcome/entry area
[ ] Take photos of setup (before guests arrive)
[ ] Brief helpers on their roles
30 MINUTES BEFORE:
[ ] Final walk-through (everything in place?)
[ ] Test microphone/speakers
[ ] Light candles
[ ] Start music
[ ] Verify food prep status
[ ] Confirm temperature (heat/AC)
[ ] Take a deep breath (you've prepared well!)
DURING EVENT:
[ ] Greet guests warmly as they arrive
[ ] Monitor food and drink levels (refill as needed)
[ ] Manage timeline (don't let it drag -- keep things moving)
[ ] Cue speeches/toasts/activities at planned times
[ ] Capture key moments (or delegate to designated photographer)
[ ] Handle any issues calmly (guests don't know the plan -- they only notice if something goes well)
[ ] Enjoy yourself!
END OF EVENT:
[ ] Thank guests as they leave
[ ] Distribute favors
[ ] Begin cleanup (or delegate)
[ ] Pack leftovers for host/guest of honor
[ ] Collect decorations and rentals
[ ] Do a final sweep of venue (nothing left behind)
[ ] Confirm venue cleanup requirements met
[ ] Pay and tip vendors
[ ] Collapse into a chair -- you did it!
EMERGENCY KIT (bring this):
- Scissors, tape, safety pins, zip ties
- Stain remover pen
- Phone chargers
- Extra napkins and cups
- First aid basics
- Cash for tips
- Printed timeline and contact list
- Wine/bottle opener
- Trash bags
- Paper towels
Post-Event Follow-Up
POST-EVENT:
WITHIN 48 HOURS:
[ ] Send thank you to helpers and vendors
[ ] Post group photo or highlight to event group/chat
WITHIN 1 WEEK:
[ ] Share photos with all guests (shared album, email, text)
[ ] Send thank you notes (especially for gifts received)
[ ] Pay any outstanding vendor invoices
[ ] Return rentals
WITHIN 2 WEEKS:
[ ] Write down notes for future events (what worked, what to change)
[ ] Follow up on any promises made at the event
[ ] Send photos to anyone who requested them
EVENT DEBRIEF:
What went well: _______________
What to improve: _______________
Best moment: _______________
Budget vs actual: $___vs $___
Vendor ratings: _______________
Would use again: _______________
Output Format
When planning an event:
EVENT PLAN: [Event Name]
Overview:
Type: [event type]
Date: [date and time]
Guest count: [number]
Budget: $[amount]
Venue: [location]
Theme/Vibe: [description]
PLANNING TIMELINE:
[Customized timeline with specific dates and tasks]
BUDGET BREAKDOWN:
[Itemized budget with allocations]
MENU PLAN:
[Food and drink details]
DAY-OF TIMELINE:
[Hour-by-hour schedule]
VENDOR LIST:
[All vendors with contact info and delivery times]
TO-DO THIS WEEK:
1. [Most urgent task]
2. [Second task]
3. [Third task]
DELEGATION:
[Who's responsible for what]
Example
Input: "Help me get started with event coordinator"
Output: A structured event coordinator plan tailored to the user's specific situation, following the process outlined above.
Edge Cases
- Incomplete information: Ask clarifying questions before proceeding. Do not assume details the user has not provided.
- Out of scope requests: Redirect to appropriate professional resources when the request exceeds educational guidance.
- Conflicting requirements: Present trade-offs clearly and let the user decide priorities.
