---
title: "Event Planning"
slug: "event-planning"
updated: 2026-05-19T00:18:45Z
published: 2026-05-19T00:18:45Z
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.infoodle.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Event Planning

Event planning helps you coordinate an event by adding notes, contacting organisers, uploading documentation, and tracking attendance statistics.

## Access event planning

1. Go to Events and view the list
2. Find the event you want to plan
3. Click the **Plan icon** (4th icon - calendar with the plus)  

![Image](https://cdn.document360.io/d198920d-a212-4177-85f9-e1abc92e7ab3/Images/Documentation/image-KO6NJTBI.png)
4. The **Event Planning** panel opens

## Planning Notes tab

Add notes and documentation for your event.

![Image](https://cdn.document360.io/d198920d-a212-4177-85f9-e1abc92e7ab3/Images/Documentation/image-FS7B38J7.png)

#### Add planning notes:

1. Open the **Planning Notes** tab
2. Type your notes in the text area (e.g. "Setup starts at 2pm", "Bring extension cords", "Check dietary requirements with Sarah")
3. These notes are **visible to all users** and help when planning rosters and coordinating the event
4. Click **Save** to save your notes

#### Upload documentation:

1. In the **Documentation** section, upload forms related to the event (e.g. Risk Assessment form)
2. Click the **upload** area or **drag a file** into the drop zone
3. The uploaded form **overrides** any forms already attached to the event
4. Click **Save** when done

## Contact Organisers tab

Send an email to the people designated as organisers for this event. ![Image](https://cdn.document360.io/d198920d-a212-4177-85f9-e1abc92e7ab3/Images/Documentation/image-T2ACGLO0.png)

1. Click the **Contact Organisers** tab
2. Enter your **message** in the text field
3. Click **Send Email to Organisers** to send the message to all event organisers

This is useful for coordinating last-minute details or reminding organisers about their responsibilities.

## Statistics tab

Record and view attendance statistics for your event. ![Image](https://cdn.document360.io/d198920d-a212-4177-85f9-e1abc92e7ab3/Images/Documentation/image-XCGWN4HQ.png)

1. Click the **Statistics** tab
2. You'll see four fields to record attendance:
  - **Adult Attendees** — number of adults who have not been checked in
  - **Child Attendees** — number of children who have not been checked in
  - **Checked in** — total number of people already checked in
  - **Total** — overall number of attendees
3. Enter the attendance numbers in each field
4. Click **Save** to record the statistics

These statistics help you track event participation and can be used for reporting and planning future events.