Branch Event Project Plan Template
This project plan template is for Branch Event Project Manager to use plan their event. Please note this plan is
not extensive and each event is different, so please amend as applicable. Timelines are suggested minimum
time to allow for tasks for guidance, but we would advise allowing as much time before the event as possible.
Process
When the event proposal is drafted, a Branch Event Project Manager should be agreed by the branch. This person
has overall responsibility for the delivery of the event to time and budget, and leads the project.
When approval is received from the Events Committee to proceed with the event, this template should be used
to plan a branch event. The draft project plan is submitted to the Conference Producer, who circulates amongst
the NI staff team with involvement in the project. The Conference Producer then either confirms the dates and
tasks fit within staff timelines, or proposes changes if not, to the Branch Event Project Manager. A project plan is
then agreed, and a copy circulated to all persons with a task to deliver that project. Any changes to timelines must
be checked and confirmed in the same way.
As part of the planning process, the Branch Event Project Manager must book time to be available to NI staff in
advance of key deliverables, for example to sign off on the marketing materials or agree important logistics.
Roles
For clarity, the roles of the Branch and the NI staff team are summarised below. If any changes need to be made
to these roles or extra support is required, this must be agreed at the planning stage.
Branch Event Project Manager with support from branch
 Overall responsibility for the delivery of the event to time and budget
 Submit proposal for approval by Events Committee, and any proposed changes (eg discounts)
 Nominate Branch Event Project Manager to lead the project
 Draft project plan, sending to Conference Producer for agreement by NI Staff team. This includes ensuring
their availability and time around key deliverables. Agree any changes allowing as much time as possible.
 Check final contract against proposal submitted to Events Committee and sends this to the relevant staff
member to sign depending on signing limits (CEO 5k – 1k, Head of Operations – below 1k). If the contract
differs from the budget, this must be highlighted and amounts noted as this may affect sign off.
 Provide content for booking for marketing materials – booking form, website, email marketing, event
booklet and joining instructions
 Secure sponsorship for event and ensuring sponsorship packages are provided and payment is received.
 Marketing event amongst local contacts
 Draw up list of VIP guests and send invitations
 Liaison with venue and speakers
 Arrangements for and on the day including table plan.
 Wash up meeting at end of event to draft ‘lessons learnt’.
NI Staff Team
 Oversight of team support from Conference Producer – point of contact to escalate any issues.
 Agree project plan timescales and tasks through Conference Producer.
 Sign off on contract following approval and confirmation from Branch on the cost.
 Design liaison with relevant designer for the booking form, with content provided to the NI Marketing
Officer by the Branch Event Project Manager to include event details, location and prices
 NI Marketing Officer to add event listing to website and conduct set level of email marketing to NI
database contacts in accordance with NI policy with content provided by the Branch Event Project
Manager
Branch Event Project Plan Template
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

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
Sponsorship and event bookings taken by Event Administrator and booking report sent to Branch Event
Project Manager at intervals to be agreed. Event payments chased and secured prior to the event. (NOTE:
with YGN ‘Introduction to events only: NI Staff team handle payment and application forms. The YGN
issue pre-registration forms and collate specific delegate information. The YGN send the NI Staff team
details of those who have pre-registered for processing event bookings and payments).
Joining instructions sent by Event Administrator in lead up to event with content provided from the
Branch Event Project Manager, to include wine list etc
Design liaison for the dinner booklet or any materials required with content provided from the Branch
Event Project Manager
Final list of delegates including dietary requirements provided by Event Administrator to branch or venue
as confirmed.
Marketing materials sent as requested in advance of event in accordance with project plan.
Finance report sent after the event by Finance Officer
Event terms and conditions
Please ensure you are aware of our payment terms and conditions, in the link below and relevant paragraph
quoted below.
http://www.nuclearinst.com/Events-Terms-and-Conditions
Bookings for our events can also be made via email or through our website. We prefer payment by credit or debit
card at time of booking. In case this is not possible for you, we are happy to arrange an invoice. Please do note
that invoices are payable within 21 days from date of invoice, and all payments for events must be
received prior to the event or we reserve the right to refuse entry. In case you register at short notice (less than 21
days in advance), we will require payment by credit or debit card only to secure your place. Attendance at the
event will only be confirmed on receipt of the full balance.
Cancellations of all events, as well as any other changes that affect the participant’s attendance, should be
received in writing, preferably via email to events@nuclearinst.com. For a refund (minus £30 + VAT admin charge),
cancellations must be received at least 30 days prior to the event. Replacement delegates are welcome at any
time.
Branch Event Project Plan Template
Project Plan agreed by Branch and NI Staff Team:
Event name:
Branch Event Project Manager:
Date:
Who
Date
Comments
Submit events proposal to Events
Committee
Branch
Pre event
Ideally in budget planning but at
least 9 months before event
Ideas for potential speakers and
venue
Branch
Pre event
Who
Date
Event design


Set up



Confirm date
Request contract with venue to
be signed
Branch
ASAP after Event Committee
approval but at least 9 months
before event
Branch
Branch Event Project Manager
checks contract against proposal
submitted to Events Committee
and sends this to the relevant staff
member to sign depending on
signing limits. If the contract differs
from the budget, this must be
highlighted.
Invite Trustees/volunteers/staff
Branch



Confirm venue and block book
hotel rooms
Branch
Ask speakers for profile info for
comms and booklet
Branch
Sponsorship
− Confirm packages and make
sure they are deliverable

Comments
Arrange any communication
activities
− Filming
− Photographer
− Any other data capture eg
webinar/live streaming
Branch
Branch
Branch Event Project Plan Template
Marketing

Draft booking form (event and
sponsorship) & info for website)
− Include partner/sponsor logo
Who
Date
Branch (design
liaison NI Staff
Team)
ASAP after
Event
Committee
approval but at
least 6 months
before event
until event
closing date
− Sponsorship opportunities
− Event timing, location
− Speaker information

Add info to website & OM.net
− Save the Date
NI Staff Team
− How to book
− Add to homepage
− Announce bookings open via
NI contact database

Advertise event
− Ask partners/contacts/
branches to add to website
and advertise through
networks
Branch
− Print flyers for distribution (if
have prior exhibitions or
events)
− Marketing campaign via email
and social media (try to find
something new to say each
time, e.g. First announcement,
early booking discount ending,
new speaker/sponsors added,
deadline approaching...etc.)


Review event booking report
against budget and chase unpaid
sponsorship invoices
Branch
NI Staff Team (on
instruction from
Branch re timing)
Branch (report
provided by NI
Staff Team at
agreed intervals)
Manage bookings
– confirm attendance and chase
unpaid event invoices
NI Staff Team
Comments
Branch Event Project Plan Template
Venue/Host Management

Who
Date
Comments
Date
Comments
Liaison
Branch
Pre-event briefings

Organise & brief speakers &
facilitators

Branch
Design dinner booklet
Pre-event admin

Who
Branch (design
liaison NI Staff
Team)
Latest deadline
three weeks
before event
Who
Date
Branch
One month to
two weeks before
event
Send joining details to NI Staff Team
to circulate to current attendees
− Date & time
− How to get there
− Dress code/wine list/pre event
drinks for dinners
− Confirmation of dietary
requirements

Chase all non payers and close
bookings on agreed deadline

NI Staff Team
Manage speakers & facilitators
Branch

Send final list to hotel and confirm
any dietary requirements

Branch (list
provided by NI
Staff team)
One - two weeks
before event
Branch
Two weeks
before event
Branch
One week before
event
Arrange printing of dinner menus
and any other materials (eg delivery
of NI marketing materials from Head
Office, feedback forms, delegate list)

Arrange admin on the day
− Confirm the Twitter hashtag and if
someone is live tweeting
− Confirm who is helping with setup
− Organise raffle
Comments
Branch Event Project Plan Template
On the day

Who
Set up
− Signs
Branch
− Materials
− Raffle
− Marketing materials
− Dinner menu

Note taker/report writer
Branch

Brief speakers & facilitators
Branch

Chair/Speaker
Branch
Follow up

Write up feedback
Branch

Write up summary report for
Communications

Branch
Add any last minute delegates to
OM.net and chase all non payers
NI Staff Team
Project Management

Wash Up meeting
Branch

Thank you to speakers and
Branch
organisers
Date
Comments