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Event Prep and Planning Template - Overview
Coordinate everything that needs to happen before an event - gear pulls, bookings, and prep tasks - in one organized request.
What's it for
The Event Prep and Planning template helps you organize the work behind an event: consolidating what needs to be pulled, checked out, or reserved, and keeping every task connected to the event itself instead of scattered across separate bookings.
System defaults
- Default fields: Location, Description
- Can reference: Check-outs, Reservations
- Priority levels: High, Medium, Low (Low is the default)
Fields
|
Field |
Type |
Options |
Description |
|
Event Type |
Single Select |
Livestream, Field Shoot, Tradeshow |
For organizing events by category |
|
Project Lead |
User |
Cheqroom user lookup |
Used for notifications, pdf generation and reporting |
|
Event Date |
Date |
Calendar pick list |
When the event is happening. Can be used to sort and automate related tasks |
|
Event Location |
Address |
Verified address field |
Where the event is taking place |
|
Carrier |
Single Select |
FedEx, DHL, UPS |
How are your items getting there |
|
Shipping Tracking |
Hyperlink |
Validated URL format |
Add relevant tracking numbers to see real time location and updates |
|
Budget |
Currency USD |
USD by default. Can be modified in settings -> Fields |
How much was allocated for this event? |
|
Final Cost |
Currency USD |
USD by default. Can be modified in settings -> Fields |
How much was actually spent on the event? |
All fields should be treated as just a starting point. Add, remove, or modify these options to meet your Event and Prep planning requirements.
Customizing it
You can add custom fields for event-specific details (venue, date, point of contact), adjust priorities, or limit visibility to specific roles - all from Settings -> Work Order Types once you've opted in to the trial.
Getting started
Once your workspace has opted in to the Work Order trial, this template appears automatically in your account. See How to Build an Event Prep Request for step-by-step instructions.