How to Build an Event Prep Request

Create a Request

1. Open the Event Prep and Planning template

   1. From the left-hand navigation, select the Event Prep template and click Create in the top right corner.

2. Fill in the basics

   1. Request name (required): Name it after the event so it's easy to find later - e.g., "Fall Gala – AV Setup."

   2. Assignee: Who's coordinating this event's prep? Choose Unassigned if it hasn't been decided.

   3. Location: Where the event or prep work is happening.

   4. Custom fields: Fill in any event details your admin has set up (date, venue, contact, etc.).

3. Add context

   1. Link check-outs or reservations: Connect the bookings tied to this event so everything lives in one place instead of across separate reservations.

   2. Description: Note any special requirements - setup instructions, timing, vendor details.

   3. Attachments: Add floor plans, vendor quotes, or run-of-show documents.

   4. Save as Draft while you're still pulling details together.

4. Open once it's ready - your team can see it and start working from it.

   Save or submit

Use the linked reservations and check-outs to keep track of what's been pulled for the event. Generate the invoice-style PDF if you need a shareable summary. Close the request once the event has wrapped.

Related Articles

• Event Prep and Planning Template Overview
• How Teams Manage Event Prep in Cheqroom