events
Live Event Production
Live events have a lot of moving parts: a venue with its own constraints, technical gear that has to load in and out the same day, talent that needs hospitality, and a coverage team capturing it all for what comes after. This template walks through the full event budget in the order it actually happens — planning and permits, crew, venue and logistics, scenography, audio/video/lighting, talent and hospitality, audiovisual coverage, and post-production deliverables — so nothing important slips between teams.
Live Event Production
End-to-end template for producing a live event: planning, crew, technical gear, venue, talent, and audiovisual coverage.
8 groups · 27 items
Who it's for
Event producers and production companies running activations, launches, and conferences; agencies coordinating brand events; and audiovisual teams quoting full event coverage.
What's included
- 8 groups covering planning through post-production deliverables
- Dedicated Audio, Video and Lighting group for technical gear and operators
- Separate Audiovisual Coverage group for photo, multi-cam, and live streaming
- Includes venue logistics, permits, insurance, and security often missed in event budgets
How to customize it
- Add a Contingency line item (10-15% is typical for live events where things change on the day)
- If the event is streamed, expand Live streaming into platform fees, encoder, and bandwidth
- Break Catering into staff meals vs. guest hospitality if the client is paying for both separately
- Add Rehearsal day costs under Crew if the run of show requires a full tech rehearsal
Start with a solid base
Create your account, open this template, and shape it to your process. No credit card required.
Create free accountFAQ
Does this template cover both the event itself and the video coverage?
Yes. The Audiovisual Coverage and Post-Production groups are designed for the recap video, photos, and social cuts that come out of the event — so a single budget can quote the production and the deliverables together.
What if I'm only doing the audiovisual coverage, not the full event?
Strip the Venue, Scenography, and Audio/Video/Lighting groups (those are usually the event producer's scope) and keep Crew, Audiovisual Coverage, and Post-Production. Or start from the Branded Content Shoot template instead.
How do I budget for a multi-day event?
Most line items become per-day rates — multiply crew, venue, and gear by the number of days. Planning, post-production, and permits typically stay as flat fees regardless of event length.
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