An event brief is a one- or two-page summary of an event that the whole team plans from. It covers the purpose, the audience, the budget, the key dates and who signs off. Venues and agencies often get a version of it too, so their quotes match your plan.
What goes in an event brief
Most briefs open with an overview: the event name, dates, format and location. Write the objectives as numbers, such as 150 registrations, so you can report on them afterward. Some organizations use a longer form: Simon Fraser University's events office has 14 sections, including core messages, risks, the guest list and catering.
Who writes it, and when
Usually the event manager or lead organizer writes it at the start, before anything is booked. Keep one shared copy and update it as details firm up, instead of emailing versions around.
Event brief vs proposal vs run of show
If you are pitching your own event to a client, a sponsor or your leadership, the proposal comes first. It asks for approval and funding, so it has to persuade. Once the event is approved, the brief keeps the team on one plan. It only has to be clear. Hiring a venue or an agency works the other way round: you send your brief first, and their proposal answers it. The run of show comes last: the minute-by-minute plan your crew works from on event day.
Need the go-ahead first? Use the event proposal template, then fill in the one-page event brief template once it is approved.
The files your brief should list
A useful brief also lists the files you need from other people: speaker slides, headshots, sponsor logos and exhibitor insurance certificates, each with a due date. With Submitto, you send each group one upload link and see who is still missing.
