Event Template: What to Include in Your Event Program

Even in a world with event apps that detail every element of your event, printed materials at events still aren’t dead. One timeless piece of event collateral? The printed event program.

Event programs help orient attendees quickly without lit-up screens. They minimise confusion by condensing the most important info down to a handful of well-organised words. They’re also a touching gesture, giving your attendees a memento they can hold in their hands and take home to show friends.

But event programs shouldn’t become an expensive line item on your budget (or frustrating item on your to-do list). If you use an event program template, you won’t even have to enlist a design master to make the program.

Here’s what to include in your program, where to find templates, and how to customise them for the best attendee experience.

What to include in your event program

Before you settle on an event program design, make a list of all the information your program needs to include. The most important elements are basic attendee information and your event’s branding. For most events, that includes:

Your event name, date, and location
Your logo, social media handles, and website address
The schedule, including locations of individual sessions or shows
A shout-out to your sponsors and vendors

Depending on the type of event and how much space you have to play with, you might also considering including things such as:

A FAQ to answer the most common attendee questions
Any images that help tell your event’s story
A map of the venue
A custom hashtag people can use to help spread the word

Once you know exactly what you’re going to put on your event program, look for a template that can display that information clearly and effectively.

Where to find event program templates to simplify the process

There are a lot of free and inexpensive templates on the web today. Canva is one site that offers many event program template options. You can choose from pre-sized templates or create a unique custom size, then use drag-and-drop functionality to put it together.

Here are a few event program templates that might be a fit for your event:

A stylish, modern program template for a festival (get it here)

event program template

A straightforward template for a classes and workshops (get it here)

workshop event program template

An engaging program for a conference or B2B event (get it here)

b2b conference event template

Need something a bit different? Before turning to a designer, you can search the library of more than 50,000 templates on Canva, or turn to the templates available in Microsoft Word or Google Docs.

Customise your event program to match your brand

If you’ve chosen an event program template aligned with your event brand stylistically, you’ll have far less work to do to customise it. But still, every template is just a starting point. Most events will have their own design guidelines that require tweaks beyond simply swapping elements in and out of free event program templates.

Be sure to refer to your company’s style guide — this should have guidance on how much space you leave around your logo, what fonts are acceptable, and which colours apply to your brand. Your event program should match your other marketing assets in look and feel.

One way to quickly make your program feel more on-brand is by using high-quality photos from your last event. Include these images to give attendees a hint of what to expect as they use your program to navigate your event.

A few last event program tips

An event program is a quick reference, not a comprehensive syllabus. Information should be concise, and every design element relevant. To that end, here are a few things to remember:

Shorten your text to the minimum amount of characters. Save longer versions of event descriptions and details for your website or event ticketing page.
Create a visual hierarchy: the most important elements should be first and bold.
Select images wisely, using ones that feature upbeat, smiling faces, for instance.

And — most importantly — make sure someone proofs your event program for you. There’s nothing worse than a glaring typo to damage your brand or cause confusion.