RACI matrix template for event planning
An event from venue booking to budget reconciliation, across five roles. Finance owns the last row, which is the row most plans forget.
| Task or deliverable | Event lead | Venue coordinator | Marketing | Catering | Finance |
|---|---|---|---|---|---|
| Set the date and the budget | AR | C | I | I | C |
| Book the venue | A | R | I | C | C |
| Promote the event | A | I | R | I | I |
| Arrange the catering | A | C | I | R | C |
| Run the event on the day | AR | C | C | C | I |
| Reconcile the costs | C | I | I | I | AR |
LegendRResponsibleAAccountableCConsultedIInformed
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How to adapt it
- Who uses it: internal event teams and conference organisers coordinating suppliers who do not report to them.
- The decision it forces: who can commit money. The event lead runs the event; somebody else usually signs the contracts.
- What to change first: add a row per external supplier once you have more than two. A single catering row hides the handoffs that go wrong on the day.
Other RACI Matrix Builder templates
- Software releaseSix rows covering a release from scope to announcement, across five roles. The accountable owner changes three times along the way, which is the whole reason for filling one in.
- Marketing campaignA campaign from brief to reporting, with legal review treated as a role rather than an afterthought. Five roles, six rows.
- Hiring processOne requisition from approval to offer, across the hiring manager, the recruiter, the panel, HR and finance. Headcount approval sits with finance, which is where it usually sits in practice.
- Construction projectDesign through handover, with the client holding approval on the drawings and on the final sign-off. Five roles, six rows, close to how a small works package actually runs.
- Compliance auditAn audit cycle from scope to remediation sign-off, with the executive sponsor accountable for accepting residual risk. Five roles, six rows.
Related reading
- How to build a RACI matrixA working method for building a responsibility assignment matrix: what each letter actually means, how to size the rows, the two rules that make it useful, and the four ways it usually fails.
- RACI, DACI or RAPID: which one your team actually needsThree responsibility frameworks, three different problems. What each one was designed to fix, where each one fails, and a short test for choosing between them.