Event calendar template

An events manager at a growing nonprofit once tracked everything with sticky notes, a monthly planner, and multiple Excel files. Important events overlapped, deadlines slipped, and volunteers had no idea what was happening when. An event calendar template fixes that!

Whether you’re scheduling school events, planning conferences, or managing event marketing campaigns, an event scheduling template brings all dates, tasks, and details into one hub. Instead of juggling old-fashioned Microsoft Word docs or printable calendars, you’ll have a dynamic system that works for both daily updates and yearly planning.

Who benefits from event calendar templates?

Event calendar templates help individuals, teams, and organizations coordinate multiple events at once. They work best when you need a full view of dates, deadlines, and supporting tasks across weeks or months.

If you only need to manage a short list of action items, a simple to-do list template may be a better fit. And when you’re focused on the timing of a single event day, a run-of-show template can provide more precision than our broader event marketing calendar template.

Event planners and coordinators

Planners use a monthly event calendar template to map milestones, deadlines, and deliverables. It helps prevent overlap and coordinates vendors, venues, and staff.

Marketing teams

Marketers rely on an event marketing calendar template to sync campaigns with launch dates and promotions. A template makes it easier to manage content calendars, social media campaigns, and cross-channel events.

Schools and universities

Educators and administrators use yearly event calendar templates to schedule school events, assemblies, and academic milestones. A central yearly calendar helps students, parents, and staff reference the same timeline.

Businesses and nonprofits

Organizations use an event planning calendar template to track meetings, conferences, and community programs. It simplifies resource allocation and provides stakeholders with visibility into forthcoming obligations.

Why use Asana’s calendar of events template?

A small business marketing team swapped Google Sheets and paper calendars for Asana’s editable event calendar template. They quickly identified overlapping events and adjusted deadlines proactively to prevent conflicts.

With Asana, your calendar becomes more than a list of dates. It becomes a dynamic planning tool that organizes timelines, automates reminders, and links tasks to goals.

Benefits include:

• Keep all important dates in one place, from daily updates to yearly milestones.

• Use reminders and automations to make sure no deadline slips by.

• Visualize events in multiple formats, from list to calendar to timeline.

• Customize workflows for different event types, from school activities to conferences.

• Share calendars instantly with teammates, clients, or stakeholders.

How to use this event calendar template

The calendar of events template organizes your planning into sections and fields to keep everything structured. On the left, you’ll see areas for Upcoming Events, Planning, Promotion, and Completed. Across the top, fields track due dates, event owners, categories, and status.

1. Add upcoming events

Start by logging each event in the Upcoming Events section. Include the date, owner, and category so teammates know exactly what’s planned. For example, log “Annual Fundraiser – October 12” and assign it to the coordinator.

2. Plan tasks and deadlines

Move events into Planning once details need action. Assign tasks for booking venues, designing flyers, or managing budgets. A monthly calendar template view makes it easy to see deadlines side by side.

3. Schedule promotions

Shift events into the Promotion section to plan marketing tasks. Use fields to log campaign type, channel, and content deadlines. This works like a hybrid between an event calendar and a social media calendar, helping campaigns run smoothly.

4. Track and complete

Mark events as Completed once they’re done. Capture lessons learned in the notes field so you can improve the process for next time. Over time, your template doubles as a record of past events for quick reference.

5. Review yearly planning

Switch to an annual event calendar template view to see your full schedule at a glance. This helps you balance events across the year and prevent resource bottlenecks. Teams preparing annual reports or community updates benefit most from this view.

Asana planning features

Features in Asana turn a static calendar into a dynamic planning tool. Explore the complete list of features for more inspiration.

Project views

Project views let you see events in different formats, whether that’s a weekly calendar or a minimalist timeline that shows how work overlaps. You switch between views to spot conflicts early and adjust plans without losing momentum.

Custom fields

Custom fields track categories like “Internal” vs. “External,” priority levels, or campaign type. You filter fields by “Academic” or “Community” to simplify what you see and focus on the details that matter.

Recurring tasks

Recurring tasks automate reminders for repeat events such as weekly meetings or quarterly conferences. You save time by not re-creating the same work over and over.

AI summaries

AI highlights patterns like back-to-back deadlines or unbalanced workloads. You adjust schedules with less guesswork and make more confident decisions.

Workflows

Workflows connect steps, so event planning moves smoothly from idea to execution. To reduce manual work, create rules that assign tasks, notify teammates, and update fields automatically.

Recommended integrations for your event calendar template

Integrations connect your calendar with the tools you already use. Explore our integrations hub to find the software applications and tools you use regularly.

Google Calendar

Sync your events with Google Calendar so deadlines and meetings show up alongside your personal schedule. You see everything in one place and avoid double-booking.

Slack

Send automatic updates from Asana into Slack channels. You keep teammates in the loop on event dates and get notified about changes without leaving your conversations.

Dropbox

Attach contracts, event flyers, or presentation slides from Dropbox directly to your events. You keep files connected to the right tasks and make them easy for teammates to access.

Microsoft Teams

Bring event calendar updates into Microsoft Teams. You review upcoming deadlines and confirm next steps while chatting with colleagues.

Zapier

Automate connections between Asana and hundreds of other apps. You set up rules that log new registrations, send reminders, or update spreadsheets without extra work.

FAQs about event calendar templates