Event management & planning

Marketing event management and planning typically involves a lot of stress, many to-do lists, hundreds of emails, and more deadlines than you know what to do with. Whether your next event has ten or 10,000 attendees, Asana is the perfect event planning tool. Track your progress leading up to and during the event, manage vendors, set up a day-of checklist, and even manage your guest list in Asana.

Tribeca Film Festival plans and runs events with Asana

 

Setting up your event management project

  1. Create a new project for your event. Give the project a descriptive name like “Annual User Conference” or “Q2 Customer Dinner.” Add a description to the project with a high-level overview.

  2. Organize your event planning timeline with sections based on your workback calendar. Use headings like “5 weeks out,” “4 weeks out,” “Day before,” etc.

  3. Add tasks to each section. Add a description to each task to be clear what needs to get done and attach all relevant files and information. Add due dates so everyone knows when the work needs to be done.

  4. Involve your teammates. Invite them to your project, assign tasks to the appropriate teammates, and add key stakeholders as task followers to stay informed.

  5. Add a section titled “Day of event timeline.” Run through your day-of schedule and add tasks for each step, including set up, vendor arrivals, guest arrivals, dinner, bar closes, etc. Add a due time for each task. As the event progresses, you can complete tasks from your mobile device to make sure you’re staying on schedule.

Want to skip the setup? Premium users can create a project with our event planning template in Asana.

Launch Party project in Asana

Do more with your events project

Use custom fields

Custom fields enable you to add more data to tasks in Asana projects. Field names and values are customizable, and you can create drop-down, number, or text fields to capture specific information. For an event, you could use number fields to show the cost for each item, then use multi-select to add up the total to make sure you’re within budget.

You could also categorize the piece of planning that the task ties to (e.g., budget, lodging, catering, booth setup, etc.) Then you can see the tasks by category in context with timeframe to make sure you haven’t missed a step.

Plan marketing events easily with Asana

Add custom fields to your event planning project by clicking the project actions drop-down menu and selecting Manage Custom Fields. From here you can create and manage your custom fields for cost or whatever other data you need to track.

How to create custom fields in Asana How to manage custom fields in Asana

Guest list

Keep track of your guest list in Asana. Use a Google Form for guests to RSVP and forward form responses to Asana to turn them into tasks with all the relevant information. You could even use this project as the check-in list. As each guest arrives at your event, mark the task complete from your mobile device, whether you’re on or offline.

If you use custom fields, you can add a drop-down field to mark attendance as ‘yes’ or ‘no.’

Use dependencies

If certain tasks for your event are dependent on one another, you can mark tasks as waiting on one another so they are completed in the right order. For example, you can mark “book a venue” as waiting on “approve event budget.” Once the budget task is complete, the assignee for booking a venue will receive a notification, and can pick the location.

Outside vendors

Use your project to manage interactions with outside vendors. Create a task for each vendor and subtasks for each step of the process, including getting a quote, finalizing the contract, confirming the timeline, and paying the invoice. When you receive an invoice in your email, use email forwarding to create a task in Asana.

Copy a project

If you are hosting a series of events, create a project template. Add items to the template based on lessons learned during previous events. Make a copy of the project for every new event in the series.

Gone are the days of managing an event with a clipboard. With Asana, your team will be organized and prepared for your next event, ensuring that your customers and prospects have the best possible experience.

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Asana Lessons

Learn the Asana basics in less than 15 minutes with these quick lessons

Tasks

Tasks Lessons

Track all of your work

3 Minutes

My Tasks

My Tasks Lessons

Always know what to do next

3 Minutes

Projects

Projects Lessons

Work with teammates

3 Minutes

Inbox

Inbox Lessons

Communicate even faster

3 Minutes

You can use tasks to track, collaborate on, and organize all your work.

Tasks can be to-dos, ideas, notes, or reminders.

Assign a task to yourself or a teammate.

Press Tab+M to quickly assign a task to yourself.

Add a due date so your deadline is clear.

Add instructions and expectations in the task description field.

Type @ to link to other tasks, people, conversations, or projects.

When you @mention someone, they’ll be added to your task as a follower.

Followers get notified when new comments or attachments are added.

Add anyone who needs to stay up to date on your task as a follower.

They can always unfollow to stop getting notifications on your task.

Add comments to ask questions or give followers updates.

Heart a comment to let followers know you’ve seen it.

Add relevant files or irrelevant GIFs as attachments.

You can also attach directly from Dropbox, Google Drive, or Box.

Create subtasks to break your task into smaller steps.

When you’ve added a subtask, press enter to add another.

Subtasks can contain all the same details as regular tasks.

Click the comment bubble to add comments or attachments to a subtask.

You can create tasks from any screen using your top bar.

Every Task has a unique URL to easily copy and share.

Congrats! Looks like you’re up to the task.

On to the next lesson!

Always know what to do next with My Tasks.

My Tasks is a list of every task assigned to you.

It makes managing your work simple.

Click on your My Tasks list and start typing to add tasks.

Like a text document, add a new line for each new task or paste in any list.

Forward to x@mail.asana.com to turn your emails into tasks

Asana will translate your email into a task, including your attachments.

New tasks will appear at the top of your list in New Tasks.

Tasks you add to My Tasks are private to you.

Click Make Public to share them with your team.

Prioritize tasks as Today, Upcoming, or Later.

Click on the blue dot next to the task, to quickly sort it.

Mark the tasks you’ll have time for Today.

Teammates can view your My Tasks list to see what you’re up to.

They’ll only see tasks you’ve made public or shared in a project (more on projects later).

Mark tasks due within a week as Upcoming so you can see what will be due soon.

On its due date, your task will move from Upcoming to Today.

Just like magic.

Mark tasks due in more than a week for Later.

They’ll be out of your way until their due date approaches.

Your tasks will move from Later to Upcoming a week before they’re due.

Keep My Tasks prioritized to always know what to work on and what’s coming next.

Now you know how to track and plan your work!

Next, learn how to work with your team in Asana.

Work together on groups of tasks with projects.

Projects help you track and organize the steps in a process or initiative.

Like an event plan, product launch, or editorial calendar.

Like My Tasks, simply click and type to add tasks to your project.

If you have your steps in a document or email already, paste in that list.

Add tasks to your project from email.

View your project’s unique email address from the project dropdown menu.

Add your tasks to other related projects.

Tasks can be included in multiple projects.

Add sections to organize tasks in a list project.

Type : at the end of any task title to make it a section.

Or, add columns to organize tasks in a boards project.

Drag and drop tasks between or within columns to reorder.

Assign your tasks and set due dates.

Never miss a deadline with your project calendar.

Drag and drop tasks on your calendar to change their due dates.

Add everyone who needs to stay updated on your project as members.

Project members will get notified of new conversations, statuses, and tasks.

Post conversations to make announcements or start discussions.

Your post will be sent to all project members.

Use Progress to see how your project is moving forward.

Set a project status to update your team on how it’s going.

The Project Owner will be reminded to set a status once a week.

Open and organize projects from your sidebar.

Favorite projects to pin them to the top of your sidebar.

Click the star button on the left of your project name to favorite it.

Create new projects from any screen using your top bar.

Now you can move your projects forward with Asana.

Just one more lesson before you dive in.

Communicate and coordinate faster with Inbox.

Check Inbox to quickly read and respond to your latest updates.

Inbox will notify you when you have a task due…

and when teammates update tasks, conversations, and projects you follow.

Open and respond to updates without leaving Inbox.

Click an update and you’ll have all the context you need to respond.

Archive updates you’re ready to dismiss.

Click the X that appears on the right of an update to archive it.

Open Archive to move dismissed updates back to your Inbox.

Click the arrow that appears on the right of an archived update to move it back to Inbox.

Unfollow tasks or projects to stop recieving updates about them.

You ultimately have control over all the updates you receive (or choose not to receive 😉)

When you’re ready, you can turn Asana’s Email notifications off.

Most communication with your team can be more easily managed from Inbox. Just remember to check it often.

Congratulations! Now you’re ready to have a great work day with Asana.