Downloads
Event planning guide and spreadsheet
Two documents to download right away: the guide that gets you ready for the negotiation, and the spreadsheet that keeps the numbers straight while it happens.
The two documents
For organisersPDF
How to run an event that works
Eveo's four-page guide: setting the goal and the budget, writing the requirements list you hand to suppliers, and the cost lines where the savings actually are.
What is inside
- The four things to settle before you contact anyone: goal, audience, format, and a budget with 15% headroom
- A ready-made requirements table to fill in and attach to a quote request
- Seven cost lines with a concrete way to bring each one down, from the venue to the staging
- The two golden rules: requirements that leave nothing to interpretation, and four to five months of lead time
Format: PDF · 4 pages · Size: 232 KB
For organisersXLSX
Event supplier tracker
The spreadsheet that holds an event's quotes together: one row per line item, net and gross kept apart, totals at the bottom, a VAT reminder and a three-day running order.
What is inside
- A quote sheet split between hospitality and services, with unit price, VAT, headcount and number of nights
- Net and gross totals at the bottom — comparing suppliers is a gross-figure job
- A reminder of the main VAT treatments you meet on an event
- An hour-by-hour grid across three days, to place activities once the suppliers are booked
Format: XLSX · 4 sheets · Size: 208 KB
Direct download: no account, no email address, no form. Both files are in Italian.
These are the two tools for the dullest part of planning an event: asking for quotes you can actually compare, and working out which one is genuinely cheaper. You read the first once; you fill in the second as the quotes come in.
Both download directly — no account, no email address. What follows is what is inside them, so that this page is worth something even if you download nothing.
What is in the guide
Four pages, four steps in order: strategy first, then requirements, then budget, then everything that gets forgotten and costs money to forget.
- Start with strategy. What the event is for, who it is for, a format that matches the message, and a budget with 15% headroom. Without a firm number there is nothing to negotiate with.
- Set your requirements. A table covering headcount, dates, duration, rooms, meeting spaces, transfers and activities: fill it in once, attach it to every quote request.
- Budget: saving without losing quality. Low season and weekdays for the venue, buffets and drink packages for food and beverage, reusable materials for staging, in-house speakers, and agencies only when you truly need one.
- General advice. An internal communication plan, accessibility, dietary requirements collected early, a wet-weather plan for anything outdoors, and at least four or five quotes per service.
Golden rule
When you set out your requirements, be precise and never vague. The clearer you are, the fewer rounds it takes and the sooner the quotes arrive. Never leave room for interpretation.
What is in the spreadsheet
Four sheets, meant to be filled in that order. The file is an .xlsx: it opens in Excel, in Numbers and in Google Sheets.
| Sheet | What it does |
|---|---|
| Dettaglio Fornitore | The quote log, split between hospitality and services: one row per line item, totals at the bottom. |
| Regime IVA | A reminder of the VAT treatments you meet on an event, with an example of when each applies. |
| Agenda | An hourly grid from 08:00 to 02:00 across three days, to place activities once the suppliers are booked. |
| Eveo | The cover sheet, with the note that the example is illustrative rather than exhaustive. |
The columns of the quote log
- Supplier name, with the availability quoted and what the line covers
- Description and notes — the column that saves your memory once there are ten quotes
- Net unit price, VAT rate, gross unit price
- Number of people or items, and number of nights or days
- Net and gross totals, worked out at the foot of the sheet
The VAT treatments the sheet remembers for you
This is the part people forget, and it moves the comparison: two quotes that match on the net figure can be far apart on the gross one. Here is how the sheet sets it out. The rates are Italian.
| Transaction | Example | VAT rate |
|---|---|---|
| Selling hotel stays in Italy, bought in your own name on a client's behalf | Anything to do with the property you stay in: meals, meeting rooms, bedrooms | 10% |
| Letting accommodation in Italy | — | Exempt |
| Letting apartment stays abroad | — | Outside the scope of VAT |
| Tourism services covering passenger transport only | Transfers | 10% in Italy; zero-rated internationally |
| Commission on hotel services supplied by hotel businesses inside or outside the EU | Team-building activities | 22% |
| Commission on insurance services | — | Exempt |
Using the two together
- Read the guide and settle the goal, the audience, the format and the budget. Those are the four numbers every supplier will ask you for.
- Fill in the requirements table from the guide. It becomes the attachment to your quote request.
- Ask four or five suppliers per service. On Eveo that is one request, and the replies land in your inbox.
- Copy each quote into the spreadsheet, one row per line item, net and VAT kept apart.
- Compare on the gross total, not the net one, and keep the notes column current.
- Once the suppliers are chosen, fill in the running order: that is the document you hand to attendees.
Why we do not ask for your email
Because a document behind a form stops existing for anyone who does not fill the form in — search engines and conversational assistants included — and because an address given up for a PDF is not a lead: it is an address given up for a PDF.
If you want Eveo to be genuinely useful, the step that counts is a different one: find the suppliers you need and send a quote request. For organisers it is free, and it will stay free.
If you would rather read
The full text of the guide is a page on this site, with the tables in full and links to the supplier categories.
Read the guide on the siteAll the guidesGo to the FAQ
You fill in your company profile and send it. It goes live once a person has read it.