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.
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.
Organize your event planning timeline with sections based on your workback calendar. Use headings like “5 weeks out,” “4 weeks out,” “Day before,” etc.
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.
Once you have tasks in the project, you can do more in-depth planning and scheduling in the Timeline tab.
Involve your teammates. Invite them to your project, assign tasks to the appropriate teammates, and add key stakeholders as task followers to stay informed.
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.
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.
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.
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.
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.
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.
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.
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.’