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Event Brief — TEMPLATE

Copy this file to a per-event location (e.g., events/2025-flagship/event-brief.md), fill in all TODOs, and route to the Event Director for sign-off before T-180. This document is the source-of-truth artifact for the event. Downstream documents — run-of-show, sponsor packages, CE session list — must stay consistent with what is recorded here.

1. Event Identity

Field Value
Event name TODO
Short name / slug TODO: (used in URLs and folder names, e.g., flagship-2025)
Date(s) TODO: (YYYY-MM-DD or YYYY-MM-DD – YYYY-MM-DD)
Location TODO: (venue name, city, state — or "Virtual" with platform name)
Format TODO: (in-person / virtual / hybrid)
Owning committee TODO: (e.g., Programs Committee)
Linked calendar slot TODO: (month/anchor from the annual program calendar in ../../programs/events/README.md)
Brief version TODO: (increment on each material revision; freeze at T-150)
Last updated TODO: (YYYY-MM-DD)

2. Concept

Write 2–3 sentences covering: what the event is, what attendees walk away with, and why this event belongs in the Guild calendar. Be specific enough that a sponsor or speaker could read this paragraph and understand the ask.

TODO: (Concept narrative)

Target audience tier mix

Estimate the expected registration breakdown across member tiers. These targets inform registration pricing, session depth, and CE category mix. Revise at T-90 if actual registrations diverge by more than 15%.

Tier Target count Target %
Certified Member TODO TODO%
Student / Candidate TODO TODO%
Friend of the Guild TODO TODO%
Non-member / Public TODO TODO%
Total TODO 100%

3. Named Roles

Every role must be filled before T-180. One person may cover multiple roles on smaller events; the Event Director and Safety/CoC Officer must be separate people per ../../programs/events/README.md. If a backup is not yet confirmed, write "TBD" and resolve before T-90.

Role Name Backup
Event Director TODO TODO
Producer / RoS Owner TODO TODO
Sponsor Lead TODO TODO
Marketing Lead TODO TODO
Volunteer Coordinator TODO TODO
CE / Education Lead TODO TODO
AV / Tech Lead TODO TODO
Finance Lead TODO TODO
Safety / CoC Officer TODO TODO

4. Budget

The Finance Lead owns this table. Estimates are set at T-180; approved figures are locked at T-90 after Director sign-off; actuals are filled in at close. Any variance exceeding 5% of the approved line requires a written explanation in the close-out report.

Line item Estimate ($) Approved ($) Actual ($) Variance ($)
Venue / facility TODO — — —
AV and production TODO — — —
Food and beverage TODO — — —
Speaker honoraria TODO — — —
Marketing and design TODO — — —
Volunteer recognition TODO — — —
Contingency (10% of subtotal) TODO — — —
Total TODO — — —

Note: Contingency is 10% of the pre-contingency subtotal. It is held by the Finance Lead and may only be released with Event Director approval.

5. Revenue Plan

Populate at T-180 with estimates; lock with the Finance Lead at T-90. Sponsorship invoices are due 30 days before T-0 per ../../programs/events/README.md §4.2.

5.1 Registration

Ticket type Price ($) Capacity Projected sold Projected revenue ($)
Certified Member — Early TODO TODO TODO TODO
Certified Member — Standard TODO TODO TODO TODO
Student / Candidate TODO TODO TODO TODO
Friend of the Guild TODO TODO TODO TODO
Non-member / Public TODO TODO TODO TODO
Comp / Speaker / Staff 0 TODO TODO 0
Total TODO TODO

5.2 Sponsorship

Tier Committed sponsor(s) Revenue ($)
Stage / Title TODO TODO
Track TODO TODO
Reception TODO TODO
Community TODO TODO
Total TODO

5.3 Other Revenue

Source Description Projected ($)
TODO TODO TODO

6. CE Plan

The CE / Education Lead owns this section. Sessions must meet all requirements in ../../programs/events/README.md §5 before they are listed here as CE-awarding. If a session is uncertain, mark it "Pending CE Lead review" and resolve before T-90.

Session title CE category Max hours Learning objectives published? Attendance verification method
TODO TODO TODO Yes / No / Pending Sign-in sheet / Platform log

Summary

Field Value
Total CE-awarding sessions TODO
Expected total hours per attendee (if attending all CE sessions) TODO
CE categories covered TODO: (ethics / sensory / cultivation / hospitality / elective — list all that apply)

7. Risk List

Identify risks at T-180; revisit at T-90 and T-30. Likelihood and Impact use Low / Medium / High. Owner is the named role responsible for monitoring and executing the mitigation.

Risk Likelihood Impact Mitigation Owner
Venue cancellation or unavailability TODO High Confirm force-majeure clause in venue contract; identify backup venue Event Director
Key speaker withdrawal Medium TODO Identify standby speakers at T-90; include cancellation terms in speaker agreement Producer / RoS Owner
Sponsorship shortfall TODO TODO TODO Sponsor Lead
Lower-than-projected registration TODO TODO TODO Marketing Lead
AV or platform failure TODO TODO TODO AV / Tech Lead
TODO TODO TODO TODO TODO

8. Sign-Off

Route in order: Event Director → Director → Treasurer (budget only). All three must sign before T-150. A digital signature (name + date in the table) is sufficient for internal documents.

Role Name Signature / Date
Event Director TODO TODO
Director TODO TODO
Treasurer (budget approval) TODO TODO

Cross-References