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.

Follow along with the article to build your own event planning project, and take a look at other resources directly below.

Resources for creating event plans Link
A short video Watch How to Asana
Asana-created template Use template
An online course Register for Asana Academy

How to create an event management project

Skip the setup and try the Asana-created event planning template.

  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. Once you have tasks in the project, you can do more in-depth planning and scheduling in the Timeline tab.

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

  6. 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.

  7. Once created, save your project as a template by clicking the project header dropdown and selecting Save as a Template. You can update the template to reflect new learnings every time you complete an event.

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

Launch Party project in Asana

Tribeca Film Festival plans and runs events with Asana

 

Tips for managing your event plan

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. Sort your projects by custom fields to see them by stage, priority, or more

Add custom fields to any project by clicking the blue Add Custom Fields link at the top of your project. From here you can create and manage your custom fields for cost or whatever other data you need to track.

Custom field creation in Asana by clicking the blue link at the top of the project

Create a project template

If you host many events, create an event project template. Once you build your initial template (like the project you made here) you can keep adding tasks to it based on lessons learned from events as you go. Any time you have an event coming up, just make a duplicate of the template and voila! No steps get missed and you can get right to work.

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.

See dependencies in Timeline

If tasks for your event need to be done in a specific order, you can mark tasks as dependent 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.

Head to the Timeline tab of your project to see all task dependencies for your event, and drag and drop tasks to resolve any conflicts, marked with a red arrow. You can also use Timeline as a quick way to check in on all the moving pieces to ensure that you’re on track to hit your deadline.

Timeline helps you see your project schedule and dependencies so you hit your deadlines

Keep track of to-dos with the Asana for Slack integration

During an event, communicating with your team can happen across various channels, and needs to move quickly. Using Asana for Slack can be an easy way to make sure that no last minute to-dos and details get lost in the mix. You can also take action on tasks right from Slack so you don’t lose precious time switching tools, but can keep your entire team up to date.

Learn how to turn on this integration on our apps page.

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 our Gmail or Outlook integrations (or email forwarding) to turn this conversation into action without leaving your inbox.

Guest list

Keep track of your guest list in Asana. Create a webform with Wufoo or Google Forms for guests to RSVP, then their submitted responses will automatically turn into an Asana task 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.’

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Asana Lessons

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Tasks

Tasks Lessons

Track all of your work

3 Minutes

My Tasks

My Tasks Lessons

Always know what to do next

3 Minutes

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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.

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Followers get notified when new comments or attachments are added.

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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.

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

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

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Tasks you add to My Tasks are private to you.

Click Make Public to share them with your team.

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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.

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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.

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Add your tasks to other related projects.

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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.

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

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

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Now you can move projects forward with your team.

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.

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

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