Fundraising event planning

How to create a fundraising event project in Asana

There are a few ways to create your event project. To get started quickly:

  1. Start with our fundraising event template and customize it for your organization’s needs.
  2. Import an existing spreadsheet where you currently manage events.

How to access all Asana templates

GIF demonstrating how to access templates in Asana from the +button in the top bar

If you prefer to build your own event plan from scratch, or want general best practices for Asana projects get started here.

Planning multiple fundraising events at once?

If you’re using our template:

  1. Duplicate the [EXAMPLE TASK] in the template, rename it, and convert it into a project.
  2. Then add these projects to a portfolio to help you manage and monitor all your fundraising events in one place.

Working with vendors, agencies, or contractors?

Tracking deadlines, assets, and conversations across multiple third parties via email adds complexity. Instead, consider inviting any third parties as guests into your project. That way, they can see your plans and you can set clear deadlines and keep track of deliverables.

Need to keep other event work private? You can still invite third parties to Asana, but set your project to private and only add them as task followers. They will only be able to see that task.

Tips for managing and doing event work

Now that you’ve built your fundraising event planning project, these tips will help you manage and track every detail as work gets underway.

1. Map out your event plan (and adjust as things come up) with Timeline

Most event plans have critical deadlines and dependencies leading up to the big day. Timeline helps you map these out in your plan before you start to ensure all the pieces fit together for a seamless event.

GIF of project plan creation with Asana Timeline feature

How to create your plan with Timeline:

  1. Schedule tasks by drag and dropping them onto the timeline. If you spot timing conflicts, drag and drop tasks to reschedule them.
  2. Extend the task date ranges so the assignee can better budget their time to work on it leading up to the deadline.
  3. If tasks need to be completed in a certain order, create dependencies between them by hovering over a task, then dragging the dot to a related task.

Once work is underway, Timeline can also help you adapt your plan. For example, if booking your venue takes longer than expected, you can shift deadlines and see how that impacts your plan overall with Timeline.

2. Keep track of important emails (while spending less time in your inbox) with email integrations

SCREENSHOT of Outlook and Gmail Asana integrations for emails and inbox

You can always invite vendors to your event project, but if you communicate via email, try the Asana for Gmail, Outlook, or other email client integrations. When you get emails with important documents or actionable work, you can add them to Asana right from your inbox to assign them as a task, add to your event project, and more. Key planning details and to-dos won’t keep getting lost in email (and you don’t have to spend so much time organizing your inbox.)

3. Create actionable feedback directly on fundraiser event assets with proofing

GIF of leaving actionable feedback on an image attached to an Asana task with proofing feature

Being able to provide and incorporate feedback on event assets (like email invitations or event posters) can be the difference between shouting in the dark and going viral. Proofing in Asana makes it easy for reviewers to comment directly on assets so feedback is provided in context. Each comment turns into an actionable subtask that the creator can then decide how to incorporate.

When you’re brainstorming assets or creative ideas for your event, create a task per asset/idea and use the like button to vote amongst your team.

Tips for managing day-of event work

1. Work on the go on and offline with Asana’s mobile apps

If your team is onsite preparing, it can be hard to access key details and see what’s left on the to-do list. Asana’s mobile app keeps your team connected to the event plan (even if you’re offline) before, during, and after the event.

SCREENSHOT of Asana mobile task for event planning

2. Keep real time conversations actionable with the Slack integration

Many teams use both Asana and Slack to coordinate and communicate about work—especially when it’s go time for an event. Instead of picking one tool or the other, teams can use them together with the Asana for Slack integration.

GIF of creating an Asana task from a Slack message with integration

If a teammate asks for some feedback on their keynote presentation, but you’re running another errand for the event, you can create an Asana task right from the Slack conversation so you don’t forget and have all the original context.

Tips for reporting on event work and progress

1. Communicate across your team (without more meetings)

Rather than calling a meeting to check the status of a task or to provide an update to your team, there are a number of ways to do so in Asana:

  • Comment on a task to give an update on task progress, provide feedback, or ask a question.
  • Use project status updates (via the Progress tab in your project) to communicate the most important updates about project progress, like hitting milestones, deadlines, or anything at-risk.
  • @mention your colleagues, relevant tasks, projects, or conversations to directly link to them in any description or comment.

2. Monitor progress and manage staffing across multiple events with Portfolios and Workload

GIF of using a Portfolio in Asana for progress updates

To understand event progress and gauge team bandwidth, event planners usually piece together information in meetings, emails, or spreadsheets, which can be time consuming and inaccurate. Instead, create a project portfolio with all your event plans to see real-time progress, event dates, and priority all in one place.

SCREENSHOT of using Workload to see teammate who’s overloaded and reassigning their work

Then use the Workload tab to visualize your team’s capacity across events based on tasks they’re already assigned in Asana. Workload helps you make informed staffing decisions to keep workloads balanced and events on track.

Resources for planning and managing events in Asana

More of a visual learner? Want to see how our customers plan events with Asana? Check out these resources:

Resources Link
Nonprofit fundraising event planning template Use template
Video tutorial Watch How to Asana
On-demand course Register for Asana Academy
Case studies See how Special Olympics, The Young Survival Coalition, and NTEN plan events with Asana
Event professionals’ guide to productivity ebook Read ebook
Connect with Community Attend an upcoming training or start a thread on our community forum

Log in

or

Forgot password?

Sign up

Please use your work email address, so we can connect you with your team in Asana.

Sign up

Please use your work email address, so we can connect you with your team in Asana.

Start your free trial

Please use your work email address so we can connect you with your team in Asana.

Start your free trial

Please use your work email address so we can connect you with your team in Asana.

Get Asana Premium

Please use your work email address, so we can connect you with your team in Asana.

Get Asana Business

Please use your work email address, so we can connect you with your team in Asana.

Oops, we couldn’t sign you up!

We tried, but there was a problem creating your account. Please close this window and try again!

Hey there, we’ve already met!

Add link to

Error: Please select a workspace before adding link


Sorry, we don’t support this browser

Asana doesn’t work with the internet browser you are currently using. Please sign up using one of these supported browsers instead.


Please login or sign up for Asana to calculate your price

or

Forgot password?

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 Tab+N 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 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.

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 receiving updates about them.

In the end, you have control over 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.