Campus event planning

Campus event planning typically entails a lot of stress, too many to-do’s, plenty of emails, and more deadlines than you can keep up with. Whether your next event has ten or 10,000 attendees, Asana is the perfect event planning tool to collaborate with your classmates and make sure your event goes off without a hitch.

Setting up your event project

  1. Create a new project for your event. Give the project a descriptive name like “Fall Hackathon” or “Benefit Concert.” Add a project descriptionproject description The project description is a place to provide teammates with the goals and overview of a project. Read more with a high-level overview.
  2. Invite other classmates and event planners to be project membersproject member Someone that has access to and receives notifications about a project. Read more so everyone can assign and complete tasks and follow along for important updates.
  3. Organize your event planning timeline with sectionssections Sections let teams organize your task lists. Divide projects or My Tasks list based on category, workflow stage, or priority. Read more based on your workback calendar. Use headings like “1 month out,” “Week of,” “Day before,” etc.
  4. Add tasks to each section and make sure that each task has a due date, assignee, any relevant files attached, and a clear description so everyone knows who’s doing what, by when.
  5. On the day of your event, you can use Asana to visualize your schedule by adding tasks with due times for each step, including set up, vendor arrivals, guest arrivals, dinner, etc. As the event progresses, your team can complete tasks from a mobile device to make sure everything is on schedule.

Download the Asana app for iOS or Android for smooth day-of event coordination between you and your event planning team.

Plan your campus events with Asana projects

Do more with event planning

Track sponsorships

You can easily track sponsors in your event project. With a task for each sponsor, you can use subtasks to track each step of the process, including reaching out, pitch phone calls and materials, contracts, and sponsor assets, like logos and one-liners. It can be a great place to source ideas for sponsors and track your progress towards collecting funds for your event. Check out our account tracking example for an idea.

Copy an event project

If you are hosting a series of events or the same event on a regular basis, you can create a project template to copy. 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. Using templates make it easy to hand over event planning as students graduate, too.

Track the guest list

Keep track of your guest list in Asana. Use a Google Form for guests to RSVP and integrate it with your event project or a new Asana project. When guests RSVP, their name will appear as a task in Asana. 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.

Manage 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.

Gone are the days of managing an event with a clipboard—or just email. With Asana, your team will be organized and prepared for your next event, ensuring that your attendees 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.