Event schedule template

When events go off track, it’s rarely due to one big issue. It’s the dozens of little things that get overlooked. From misaligned agendas to missed setup deadlines, even a slight delay can ripple throughout your entire event day. That’s where an event schedule template helps.

With Asana, you can plan every stage of your event, from prep to post-mortem, in one shared timeline. This event template includes everything you need to assign roles, manage logistics, and easily meet key milestones. Whether you're organizing a corporate retreat or a product launch, this template keeps your event on track.

Who benefits from event schedule templates?

At Asana, we’ve observed event teams transition from disorganized spreadsheets to collaborative teamwork, all using a single, straightforward template. If you’re managing multiple stakeholders, vendor timelines, or strict delivery windows, this event scheduling template was made for you. It’s ideal for:

Event planners and coordinators

Use the event planning schedule template to map your entire agenda and coordinate vendors and crew.

Marketing and communications teams

Sync your internal and external messaging timelines so announcements, invites, and follow-ups occur on time.

Executive and operations teams

Corporate event schedule templates let you plan and monitor milestones, like panel prep or rehearsal walkthroughs, in one place.

Venue and logistics teams

Stay ahead of physical setup, deliveries, and day-of transitions by assigning tasks and time slots.

Why use Asana’s event schedule template?

Before using this template, one client’s event marketing team spent more time confirming vendor sign-ups than finalizing the actual event details. However, with the template, the whole team could verify every confirmation and deadline using a shared timeline view.

This free event schedule template is flexible enough for large conferences and detailed enough for a single team off-site event.

Benefits of using this template:

• Plan each phase of your event with timelines and dependencies

• Assign tasks for setup, speakers, catering, and communications

• Manage your agenda with task sections by time or function

• Share a central plan with internal and external collaborators

• Customize for corporate, virtual, or hybrid event types

How to use an event schedule template

We designed this event schedule template to simplify your planning process from start to finish. Each section of the worksheet reflects a phase of execution, while columns help you track task owners, due dates, and priorities at a glance. Whether you’re managing corporate events or brand podcasts, you can adapt this template for all types of events.

Step 1: Set up your general event details

Start in the General Event Details section. Add your event name, description, and core dates. Organize by assigning roles for owners, setting an event type, and tagging key categories.

Be sure to enter a rough event budget here. If you’re working with a budget template, link it in the task or use the attachments field to keep all financials easy to access.

Step 2: Build your detailed event timeline

The Detailed Timeline section acts as your real-time agenda. Break your event into timed blocks: setup, sessions, breaks, and teardown. For multi-day events, use a section for each day or part of the day.

Asana’s Timeline view functions like a Gantt chart to help you visualize dependencies across the event timeline. Timeline view makes it easy to prevent task overlap and identify scheduling gaps early.

Step 3: Organize vendors and resources

In the Vendor & Resource Management section, create a task for each external partner. Use the Vendor Status column to track each vendor's status: confirmed, pending, or in progress. Add due dates for each deliverable and assign internal contacts to oversee handoffs, approvals, or issues that need escalation.

Step 4: Complete your event checklist

Use the Task Checklist section to list every deliverable. Think signage, materials, RSVP confirmations, or travel bookings. Apply task priority and risk level fields to flag critical tasks. Combined with the event itinerary in your timeline, this section helps ensure your team executes the plan without missing a beat.

Step 5: Add your key contacts

Create entries under Key Contacts for each person involved in the event. Include internal leads, vendors, and venue coordinators. Use custom fields to note departments, roles, or task categories.

You can also link this section to your guest list or event calendar for easier coordination. Having contact information in one place makes handoffs and last-minute changes much smoother.

Step 6: Share and collaborate with your team

Invite team members as collaborators on tasks or entire sections. If you're using project management tools like Asana, assigning roles and tracking status becomes second nature.

For large campaigns or event marketing, connect your planning tasks to your outreach calendar or social media schedule. You can also duplicate this project as a simple event schedule template to reuse for recurring programs.

Step 7: Customize and expand

Add columns like “Session Owner” or “AV Requirements,” or use tags for breakout tracks. For virtual or hybrid events, consider adding a “Tech Setup” section with its own timeline template.

If you're managing several events at once, connect this project to your larger event planning templates portfolio so your team can monitor overlapping logistics and resource needs.

Asana event scheduling features

Asana’s features turn this event scheduling template into a live control center for your event. We’ve designed this template with a few of our favorite features, but you can customize yours to fit your specific needs. Visit our complete features list for more inspiration.

Timeline view

Visualize your event plan in a Gantt-style layout. Timeline view shows how prep, execution, and wrap-up all connect.

Custom fields

Add fields for session type, budget owner, priority, or vendor. You can sort and filter tasks by these fields to see what needs attention first.

Dependencies

Mark tasks that depend on others before they can begin. This helps you see potential schedule delays, like when you need a speaker’s slide deck before final printing.

Task assignees

Ensure every task has an owner, from small logistics to big deliverables. Team members know exactly what they’re responsible for, and you can spot unassigned items as needed.

Forms

Use forms to collect session proposals, guest questions, or vendor info. You can automatically convert form submissions as tasks inside your project without needing extra manual entry.

Automation (Rules) Set rules to automatically assign tasks, move items to “ready” status once approved, or notify stakeholders when something changes. Automations save time on repetitive work.

Recommended integrations for your event schedule templates

Integrations extend your event planning by connecting Asana with the tools you already use. Visit the app integration hub to find the platforms your team uses every day.

Google Calendar

Sync tasks and deadlines to your calendar to keep event timing top of mind. 

Slack

Send reminders, updates, and alerts in your team’s Slack channels. You’ll get real-time updates when tasks are completed or overdue.

Google Drive Attach vendor contracts, floor plans, agendas, and branding kits so you can store all assets in a single, shared location.

Zoom

Add Zoom links to virtual event sessions or planning calls directly from your Asana project.

Gmail

Turn event-related emails into tasks with the Asana Gmail add-on. You can assign tasks or set due dates straight from your inbox.

Jira Cloud

If your events involve product launches or technical activations, sync with Jira to align dev timelines with your event schedule.

FAQs about event schedule templates