Work Plan #3: draft event agenda

Goal: communicate what is happening when and where during your event.

An agenda helps people navigate a space or event, without having to ask, and prevents the event from drifting or stalling due to uncertainty. Each part of the event has someone responsible for it. When possible, share the agenda in advance. For public events, post it clearly and visibly on site.

Practical Tips

• Write for skimming. Assume people will read fast, on phones/from distances.

• Name overlaps clearly. Make it clear when things happen at the same time.

• Use plain language. Describe what people will be doing, not just the format.

• Build in buffer time. Schedule transition time & breaks.

• Assign responsibility. Every agenda item should have someone holding it.

• Plan for flexibility. Not everything needs a fixed start & end; note drop-in.

• Post prominently. Near entrances, gathering points, and activity areas.

About the Template

The template assumes that your event might have multiple events happening sequentially or at the same time. The simpler it is, the less you need to fill out.

• Overall Description

  • Overall event description: Including goals, who this event is for, and who is responsible for holding it. Identify the major phases. Most events move through a few predictable phases, like arrival, welcome, core activities, transitions / breaks, and closing / reflection.

  • Time: Start and end time (including soft arrival or time if needed)

  • Place: Event location(s)

• Specific Session/Workshop Info:

  • Name: A short, specific title that helps people quickly know what it’s about and identify what they’re choosing between

  • Description: A 1-3 sentence explanation of what will actually happen and what participants should expect.

  • Time: Allocate time realistically & consider transition times (movement, setup, emotional shifts), rest, food, or informal connection

  • Host / Artist: The person or group leading, facilitating, or presenting the even

  • Team Lead (Internal): The person responsible for making sure this event actually runs as planned.

  • Production Notes (Internal): Notes about logistics, setup, or constraints.