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The Ultimate Event Project Management Guide: Everything You Need to Know

In today’s competitive business environment, project management is more critical than ever. It provides a roadmap for strategic alignment, risk management, cost efficiency, and quality control. There are different types of project management frameworks. Here are some of them: 

Waterfall is a sequential project management methodology in which tasks are completed in a pre-defined order. Each project phase must be completed before the next step can begin. 

This makes it difficult to change the project once it has started. Waterfall is often used for projects with well-defined requirements and a low change risk.

Agile is an iterative and incremental project management methodology in which projects are broken down into smaller chunks called sprints. Teams work on each sprint in short bursts. The Agile framework allows for changing the requirements and incorporating feedback quickly. 

Lean is a project management methodology that focuses on eliminating waste and streamlining processes. It is often used in software development, but it can also be applied to other types of projects. Lean is based on the following principles:

• Identify and eliminate waste.
• Focus on customer value.
• Continuously improve processes.

Six Sigma is a data-driven project management methodology focusing on improving quality and reducing flaws. It is often used in manufacturing, but it can also be used in other industries. Six Sigma is based on the following principles:

• Define the problem.
• Measure the current process.
• Analyze the data to identify the root cause of the problem.
• Improve the operation to eliminate the root cause of the problem.
• Control the process to ensure that the improvement is sustained.

Hybrid Methodologies

Hybrid methodologies combine elements of different traditional and modern methodologies to create a custom approach that meets the specific needs of a project or organization. For example, a hybrid methodology might combine the sequential approach of Waterfall with the iterative approach of Agile.

What is Event Project Management?

Event project management is the application of project management principles and techniques to event planning and execution. This includes defining project scope, setting and tracking objectives, creating a project plan, managing resources, and evaluating success. It involves coordinating every event detail, from the initial concept to the final wrap-up.

Event project management requires coordinating multiple internal and external teams, all working together to execute flawless events.

It’s worth noting that event project management is temporary in nature, as its ultimate goal is to develop well-established and automated workflows that can be used to scale. This means that professionals must constantly look for ways to streamline processes and improve efficiency.

Teamwork is another essential aspect of any event project management. Organizers must effectively collaborate with various stakeholders, including providers, vendors, agencies, industry influencers, speakers, and team members.

Ultimately, the success of any event project management hinges on the ability of professionals to coordinate and execute all of the moving parts seamlessly. By carefully planning and preparing, organizers can ensure that their events are executed flawlessly, living up to the expectations of all stakeholders involved. 

When To Initiate Event Project Management?  

Initiating event project management is a strategic decision. However, there are specific circumstances when initiating event project management becomes critical. These circumstances are often unique to the nature of the event or project. Let’s explore some of these scenarios:

Deploying a New Events Strategy 

Event project management is required when designing a new events strategy. This process involves elements such as:

• Identifying new opportunities within the retail landscape.
• Analyzing customers’ expectations. 
• Understanding potential challenges unique to the industry.
• Crafting a comprehensive plan tailored to execute the events strategy effectively.

Subsequently, these steps may translate into launching innovative in-store events, exclusive product launches, or online sales events. But only by initiating event project management will companies be able to align their efforts with their business goals, creating memorable customer experiences. 

Launching a New Type of Event or Exceptionally Large Events

Introducing new event types or exceptionally large-scale retail events can pose specific challenges for enterprises and retailers. These might include grand seasonal sales, Black Friday extravaganzas, or store openings.  A great example would be when Salomon, the innovative French sporting goods company, launched its infamous Salomon Experiences , for sports fans around the world, on its website . 

Event project management becomes essential to oversee resources, ensure good execution, and deliver a positive experience to attendees. For retailers, this means creating an immersive retail environment that engages customers and maximizes sales opportunities.

Implementing New Event Management Software 

Companies and retailers often rely on event management software to streamline operations, integrate multiple data points, and enhance customer experience. The implementation of new event management software introduces changes in processes and workflows. 

To make this transition smoother, reduce potential operational glitches, and enhance overall efficiency, retailers should initiate event project management. By doing so, they can ensure that the event management software integration aligns with their specific needs.

As an example, Pierre Fabre implemented Eventtia as its group’s event software for 40 brands in 13 countries in 2018. To this day, more than 300 events, including corporate events, retail partners seminars and webinars.

Initiating the Collaboration with New Agencies and Suppliers

Event project management is invaluable for companies seeking to work with new event agencies, vendors, and suppliers. Collaborating with different partners often entails understanding new working styles, managing diverse expectations, and ensuring seamless communication throughout the supply chain. 

By initiating event project management, retailers can facilitate better coordination, improve communication channels, and foster mutual understanding.

Running Events with New Partners, Industry Influencers, and KOLs

Hosting events with new partners, industry influencers, and Key Opinion Leaders (KOLs) can significantly impact brand visibility and customer engagement. Initiating event project management is essential to manage these collaborations effectively. 

Companies and retailers can ensure that such partnerships are aligned with their brand identity, target audience, and business goals. This approach allows them to make the most of these influential partnerships, whether it’s through in-store appearances or joint event marketing initiatives.

For example, Campari Group is frequently organizing brand activation campaigns at some of the most popular music  and art festivals, inviting famous artists and influencers. 

Main Risks Of Overlooking Event Project Management

Failing to prioritize or inadequately manage event project management can result in detrimental consequences. These main risks are associated with overlooking or poorly executing such projects. 

Here are some of them: 

Unnecessary Stress and Tensions 

Without the guiding framework of event project management, organizers and team members will experience unnecessary stress and tension. The lack of a structured plan for solving an existing challenge leads to chaos, miscommunication, and increased pressure on everyone involved.

Overspending

Without a well-structured event project management, financial resources can be misallocated or wasted. Overspending is a common consequence, as costs spiral out of control when there is no efficient management and event budget tracking.

Delays and Event Postponing

Events may face delays or even postponement due to inadequate project management, and this can have significant consequences for both organizers and participants. When there isn’t a well-defined plan and timeline in place, essential tasks that are crucial for the success of an event can easily fall behind schedule.

Attendee and Customer Disappointments 

When events are not managed properly, the attendee or guest experience can suffer. This leads to a disappointing event experience, resulting in negative feedback, reduced attendance in future events, and a damaged reputation for the organizing company.

Overall Event Failure and Cancellation

The ultimate risk of overlooking or poorly executing event project management is the potential for event failure and, in some cases, event cancellation. This not only results in significant financial losses but also undermines the trust and confidence of stakeholders, making it challenging to organize future events.

These risks underscore the critical role that event project management plays in ensuring the success of events. To mitigate these risks and achieve successful events , careful planning, coordination, and execution are essential. 

Event project management is not merely a luxury but a necessity to deliver memorable and seamless event experiences while safeguarding the reputation and financial stability of the organizing brand or company. 

Stages of Event Management Project

To successfully execute event project management, it’s essential to follow a structured approach. This chapter outlines the stages involved in initiating and deploying successful event project management. 

Stage 1. Problem Identification

In the initial phase of your event project management, it’s essential to understand the problem that your project aims to address. The problem identification stage sets the foundation for the entire project and ensures that your efforts are strategically aligned. 

Begin by clearly defining the problem you are trying to solve. In this context, you may need to launch a new consumer engagement experience strategy that connects customers with your brand. 

Alternatively, your challenge could be dissatisfaction with existing event management software providers. For example, they may fall short in accommodating specific requirements, such as extensive API integration for hosting events .

Note: For the sake of this article, we’ll focus on the specific challenge of selecting a new event management software provider. This challenge may emerge when your current event management platform fails to meet your organization’s evolving needs or isn’t capable of offering the necessary functionality for your events. 

Stage 2. Ideation

Once you’ve identified the problem your event project management addresses, the next phase involves ideation. During this stage, your team engages in creative brainstorming and evaluates potential solutions to tackle the identified challenge effectively. 

It’s crucial to consider a wide range of options, including both in-house and third-party solutions. Encourage open and creative thinking to generate a variety of ideas. These solutions could encompass changes in strategy, technology, or processes. 

Stage 3. Solution Planning

Once you’ve conducted ideation and determined possible solutions for addressing the identified problem, the next crucial phase is solution planning. During this stage, you will develop a comprehensive plan for implementing the chosen solution.

• Identify the best solution

In selecting a new event management software, this step involves pinpointing a specific solution, whether creating in-house tools, opting for a specialized platform such as online registration and ticketing , or researching all-in-one event management software . 

Based on your evaluations, you will decide clearly about the solution that aligns most closely with your needs and objectives. For the sake of this article, we will assume your team chose an all-in-one event planning platform. 

• Building the project team

As you move forward with the implementation, you need to assemble a project team that will drive the process. You should define roles and responsibilities within your team. Typical roles may include a project manager, event director, UX/UI designer, IT director, and the financial team, each with specific responsibilities.

• Determining the project’s Key Success Indicators (KPIs)

To ensure the project’s success, you must establish key performance indicators (KPIs) that will be tracked throughout the implementation. 

For example, KPIs may include:

• Monitoring the schedule’s main milestones.
• Tracking budget spending.
• Counting the number of users onboarded onto the new event management software.
• Recording the number of customer support tickets raised.
• Setting a timeline and phases

A clear timeline is essential for the project’s success. This involves setting specific deadlines for selecting the provider, negotiation, contract finalization, onboarding, and implementation in consecutive and growing phases. Both the timeline and the phases ensure that the project progresses in an organized and efficient manner.

• Creating specifications for the solution

Develop clear and detailed specifications for the solution you’ve chosen. This could include aspects such as vendor location, size, and other characteristics that are critical to your organization’s needs.

For example, specify aspects like the vendor’s location, the size of their customer base, or their experience with similar clients. These specifications ensure that the selected provider aligns closely with your requirements.

• Establishing the budget and timeline for the project

To ensure that the project remains financially viable, establish a budget and timeline for the entire process. For instance, clarify the pricing model for the event management software and allocate a budget for its implementation. 

Define the timeframes for each project phase, such as the selection phase, negotiation and contract finalization, onboarding, and full implementation.

For example, you might set the budget for the event management software and break down the timeline as follows: 

• Selection: 2 months
• Negotiation and contracts: 1 month
• Onboarding: 1 month
• Implementation: 6 months

This budget and timeline provide a structured framework for executing the solution effectively.

Stage 4. Solution Implementation 

Now that the plan is in place, it’s time to put it into action. The solution implementation happens in several incremental phases. Thi is where you bring your carefully crafted plan to life. Here’s how you can do it: 

• Project Kickoff

The project kickoff is a critical step in ensuring everyone involved is on the same page and understands their roles and responsibilities.

• Allocate necessary resources: Adequate resources are essential for successful implementation.
• Provide access to required tools and resources: Verify that the project team has access to the necessary tools and resources needed to carry out their tasks effectively.
• Host a kickoff meeting: Organize a kickoff meeting to mark the start of the project officially. During this meeting, outline the project’s objectives, timeline, roles, and responsibilities. This meeting serves as an opportunity to align all team members and set expectations for the project.
• Solution Development

With the project officially underway, the solution development phase is where you collaborate with the chosen vendor to build and customize the selected solution based on the project specifications.

• Actively work with the vendor: Engage closely to develop and customize the chosen solution. Continuously communicate your project specifications and requirements to ensure the solution aligns with your goals.
• Run regular progress reviews: Regularly review the progress made in solution development. This step ensures that the project remains on track and aligned with the established project goals.
• Quality Assurance (QA)

Quality assurance is a crucial step to guarantee that the developed solution meets your needs and functions without any issues.

• Conduct thorough testing: Test the developed solution to identify and rectify any issues or bugs. Testing should encompass all aspects of the solution, from functionality to security and usability.
• Ensure compliance with project requirements: Verify that the solution aligns with the requirements and maintains the established quality standards. It should meet all the specified criteria and expectations.
• Documentation

Documentation is key for maintaining a record of the new solution and ensuring everyone knows how to use it effectively.

• Create and maintain documentation: Generate comprehensive documentation for the new solution, including user guides, manuals, and best practices. These documents serve as valuable resources for the project team and end-users.
• Archive project-related documents: It’s important to archive project-related documents and communications for future reference. This historical record can provide insights and context for future projects or troubleshooting.

Once the solution is fully developed and tested, the onboarding phase focuses on training the project team and end-users on how to use the solution effectively.

• Train the project team and end users: Train the project team and the initial pool of end-users to ensure they are well-versed in using the new solution effectively.
• Maximizing user comfort: The goal is to ensure everyone is comfortable with the system and can maximize its potential. Effective training ensures a smooth transition and optimal utilization of the solution.

By effectively managing project kickoff, solution development, quality assurance, documentation, and onboarding, you ensure a seamless transition and the best possible start for your new solution, in this case, event management software.

Stage 5. Go Live

The go-live phase is a significant milestone in the project, where the new event management software is officially deployed for regular use. This phase is crucial for ensuring a successful transition and ongoing operations, and it’s important not to undervalue its importance. Here are the steps you should consider: 

• Official deployment: This is the moment when the new solution is officially rolled out for regular use. A dedicated team is often responsible for this deployment to ensure it proceeds smoothly.
• Phased deployment: To minimize potential disruptions, it is often advisable to deploy the solution in phases. Start with a smaller group of users or a limited scope before gradually expanding to a wider audience. This phased approach allows for a more controlled implementation and can help identify and address issues before they affect the entire user base.
• Investing in user support: As the new solution goes live, it’s essential to invest in user support heavily. This may involve collaboration with the event management software provider to provide comprehensive support to end-users. User support is critical for addressing any immediate questions, concerns, or issues users may encounter during the transition.
• Monitoring and issue resolution: Continuously monitor the performance of the new solution after deployment. Be prepared to address any immediate issues or questions that arise. Prompt issue resolution and effective support during this phase are essential to maintain user confidence and ensure a smooth transition to the new solution.

The go-live phase is a critical point in the project where the real-world use of the solution begins. It’s important to approach this phase with thorough planning, strong support, and the flexibility to address any unexpected challenges.

Stage 6. Post-Implementation Review

After the new solution has been in use for a period of time, it’s essential to conduct a post-implementation review to assess its success and gather valuable insights for future improvements. 

Here’s how you can do it: 

• Conducting a review meeting: Organize a review meeting where relevant stakeholders can assess the success of the solution’s implementation. This meeting provides an opportunity to evaluate whether the solution meets its intended goals and objectives.
• Gathering feedback and lessons learned: During the review, gather feedback from end-users, project team members, and other relevant parties. This feedback should encompass both positive experiences and areas that may need improvement. Additionally, collect and document the lessons learned from the implementation process.

To keep improving your solutions, do a thorough review after each implementation. This will help you find new ways to succeed.

Stage 7. Scaling to the Whole Company, Affiliates, and Partners

Once the new solution has proven its success and stability, consider scaling its usage to a broader audience, such as the entire company, multiple brands, affiliates, or partners. 

• Planning for scaling: Develop a plan for scaling up the solution’s use. This plan should include a roadmap for extending the solution’s reach to various groups or entities within the organization.
• Implementation for a wider audience: Extend the solution to the broader audience according to the established plan. This may involve adapting the solution to the specific needs and requirements of each group or brand, ensuring a smooth transition for all stakeholders.
• Continuous monitoring and improvement: As you scale the solution, continue to monitor its performance and gather feedback. Be open to making necessary adjustments and improvements based on the unique requirements of different user groups. This iterative approach ensures that the solution remains effective and evolves to meet changing needs.

Scaling the solution to the whole company, multiple brands, affiliates, and partners is an exciting phase that signifies the successful adoption of the new solution. 

It also underscores the importance of ongoing monitoring, adaptability, and continuous improvement to ensure the solution delivers value to a wider audience.

Case Study: Pernod Ricard

Pernod Ricard, the world’s second-largest wine and spirit Group, offers an excellent example of how effective event project management can be. 

The Group’s event team faced the challenge of swiftly developing a robust B2B event management platform to drive brand visibility and revenue. Their goal was clear – ensure robustness and scalability to support their global presence spanning 240 brands.

In their pursuit of excellence, Pernod Ricard initiated event project management for identifying a reliable event management software provider. As a result, the Pernod Ricard team recognized Eventtia as the best event management software in the industry. 

Eventtia’s event management platform provided the foundation for success, offering key solutions to overcome the challenges:

• Robust and Scalable Solution: Eventtia’s platform not only met the stringent timelines but also ensured high levels of robustness and scalability. This event project management software supported Pernod Ricard’s ambitious deployment plan.
• Seamless User Experience and Brand Identity: Eventtia’s capabilities seamlessly integrate into Pernod Ricard’s vision of delivering a cross-channel user experience.

As a result, Pernod Ricard’s IT team was able to integrate, test, and deploy the event activity on join-SIP.com in just a few days through Eventtia’s API documentation and with very little support from Eventtia’s technical team.

The Group harnessed Eventtia’s event management platform and API services to create event processes for various stakeholders:

• Guests and Attendees: Guests and attendees effortlessly discovered and registered for events. The software facilitated communication with automated, branded emails and QR codes, while post-event satisfaction surveys captured vital feedback.
• Event Organizers: Eventtia’s web portal empowered event organizers with the tools needed for event project management. They could efficiently create and manage events, track attendee registrations, and ensure guest attendance through a mobile check-in app. The integrated satisfaction surveys gathered post-event insights.
• Administrators: Event project management was made more efficient with Eventtia’s back-office platform. Administrators could manage users and oversee platform activity with ease.

The exceptional speed and efficiency with which Pernod Ricard’s event project management team integrated, tested, and deployed the event activity on Join-SIP.com was a testament to Eventtia’s capabilities.

Key Takeaways

• Event project management is essential for achieving specific objectives, strategic alignment, risk management, cost efficiency, and quality control in today’s competitive business environment.
• Event project management applies project management principles and techniques to the planning and execution of events, encompassing project scope, objectives, planning, resource management, and success evaluation.
• Effective event project management requires careful coordination of multiple internal and external teams to execute flawless events, emphasizing streamlined processes and enhanced efficiency.
• Initiate event project management when deploying a new events strategy, launching new event types, implementing event management software, collaborating with new agencies and suppliers, or partnering with industry influencers and KOLs.
• Overlooking or inadequately managing event project management can lead to unnecessary stress, overspending, event delays, attendee and customer disappointments, and overall event failure.
• To successfully execute event project management, follow a structured approach that includes problem identification, ideation, solution planning, solution implementation, quality assurance, documentation, and onboarding.
• The go-live phase is a significant milestone, where the new solution is officially deployed for regular use, requiring dedicated teams, phased deployment, investment in user support, and continuous monitoring.
• Post-implementation reviews are essential to assess the success of the solution’s implementation and gather feedback and lessons learned for future improvements.
• Scaling the solution to the whole company, multiple brands, affiliates, and partners is an exciting phase that requires careful planning, implementation, and continuous monitoring for success.
• Case studies of Pernod Ricard illustrates how event project management can effectively address challenges and optimize event processes, ultimately achieving success in diverse event scenarios.

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Project Management

The ultimate guide to event project management.

Customer Support Lead

July 27, 2021

“Uh, why are there no vegan dishes?” “The band’s complaining about the mic and lighting.” “There’s a guest who says they definitely RSVP’d, but I can’t find them on the list!”

Imagine having to deal with all those issues while managing an entire event!

That’s precisely what event project managers have to do, so it’s no surprise that they need a little help managing it all.

In this article, we’ll cover everything you need to know about event project management, and we’ll highlight eight tips that event planners can borrow from project managers, along with the best event app to help you do it all .

What are the main components of project management event planning?

What are the similarities between project management and event management, what does an event project manager do, 8 tips event planners can borrow from project managers , the final event 🎭.

Let’s get this party started! 🥳

What Is Event Project Management?

Event project management is all about planning, organizing, and maintaining a successful event . 

These events can be red carpet events, parties, conventions, trade shows, and anything else that you can celebrate.

Although events always seem fun and easygoing, it requires a ton of work to get it to that point.

The event planning process requires budgeting, scheduling, reservations, transport coordination, and, most importantly, good food!

After all, you don’t want your guests feeling like this:

The event date and the number of guests are the two most important event planning factors. Even if you’re planning a smaller event, having an estimated number of guests can help you plan for caterers, evacuation plans, and more.

Here are a few other crucial components that need to be included in your event plan:

• The event: choose a specific type of event and theme
• Venue: select a location that suits the event, guests, and theme
• Budget: estimate all event expenses and create a budget for the project
• Sponsors: special events can get expensive, and attracting sponsors can help you manage all those costs 
• Volunteers: select a skilled crew and sort out contracts, roles, itineraries , and meetings
• Marketing: here, you’ll need to attract people to the event. You can do this via email marketing, social media campaigns, or printed ads
• Entertainment: select a band, keynote speaker, dancers, or any type of performance to keep guests entertained
• Production: if the event is going to be live-streamed, you’ll need to organize audio-visual recordings and broadcasting
• Equipment: make sure the wifi, mics, lighting, projectors, screens, and cables are working properly
• Attendees: provide event info like payment processes, contact details, and directions to every attendee. You should also give out access passes to prevent party crashers from sneaking in 

Here are three similarities between event management and project management:

1. Both use milestones to track progress

Both event and project managers use project milestones to ensure that everything is delivered on time. 

What are milestones?

Milestones are basically checkpoints that show you when you’ve completed significant events or tasks. In project management, this could be finalizing the project plan .

Since events have a ton of moving parts, milestones help event managers ensure that everything is going according to plan.

Here are some event planning project management milestones :

• Venue selection
• Sending out invitations
• Event opening
• Post-show evaluation

2. Both use task lists to stay organized

Task lists are simple to-do lists that usually contain short-term goals. Once you complete these goals, you get a step closer to your milestones.

Project managers and event planners use task lists to make sure no task is left undone. Imagine forgetting to organize any music, leaving your guests feeling like this:

Here’s an example of an event planning task list:

• Meet with the client
• Check out some venues
• Set a budget
• Determine event dates
• Create the event website
• Organize performers
• Organize sponsors
• Create an onsite checklist
• Post-event survey

3. Both require cross-team collaboration

Project management relies on the combined effort of the project team, finance team, marketing team, production team, and a whole lot of others to deliver a project on time.

Similarly, to create a successful event, you need:

• The finance team to draw up accurate budgets
• The client relationship management team to determine what the guests want
• The sales team to manage payments and tickets
• The marketing team to promote the event

You need all hands on deck if you don’t want your event to go down in history (or the ocean) as one of the worst events ever!

Event project managers have to manage the event from the initial conception to the successful completion of the event.

An event planner is basically a superhero since they have to deal with things that are out of their control, like sudden bad weather conditions, delayed flights, and power outages.

On top of their superhero duties, here are some other responsibilities of an event manager:

• Define project milestones, schedules, and deadlines
• Organize an event that meets the company’s goals and objectives
• Select a venue, decorations, caterers, and entertainment 🎸
• Negotiate contracts with vendors and clients
• Maintain event budgets
• Resolve any client issues that occur during the event. For example, guests complaining about the comedian’s content

If only the event manager had hired us. 😉

An event planner has similar duties to a project manager. The only difference is that an event manager has to have more patience since they have to keep people fed, warm, happy, and entertained!

To prevent your patience from wearing thin, here are eight tips you can borrow from project managers:

Tip 1: create a project plan

First, you’ll need to come up with an event concept. 

This includes determining what type of event you’ll be hosting, what the event’s goals are, specific time constraints, and a detailed breakdown of the tasks and team members involved. 

You can set a tangible goal like getting 500 guests to attend the event, or you can set intangible goals like creating awareness for environmental sustainability. #SaveThePlanet 🌳

Whatever you choose, you’ll need to use a tool like ClickUp, to measure your progress towards those goals.

Wait… What’s ClickUp?

ClickUp is one of the world’s highest-rated productivity and event management software used by highly-productive teams in small and large companies.

With features like Docs that let you create beautiful event programs to helpful Reminders that make sure you’ll never forget to pick up the cake, ClickUp is the most event-filled project management tool out there.

Now, let’s get back to how ClickUp can help you set event Goals.

Goals in ClickUp are high-level objectives that can be broken down into smaller Targets.

Every time you complete a Target , you get closer to accomplishing your goal.

ClickUp will also display your goal progress in percentages, so you know exactly where you’re at.

Interested in team goal-setting? Here’s more on how to use ClickUp to set goals for your team.

B. Constraints

When planning an event, you’re bound to run into a few constraints. 

This could be budget constraints, a small venue, a hard deadline, or limited team members.

It’s crucial to identify these constraints so that you can organize the event with those constraints in mind.

A great event organizer will use constraints as an opportunity to get creative! For example, if you’ve got limited space in your venue, you could open up the side doors to create an extra tented area. 🎪

ClickUp can help you manage these constraints using project management charts , event planning templates , and views:

• Gantt Chart view : schedule tasks, manage deadlines, and handle bottlenecks in this view 
• Budgeting Template : visualize your event expenses and draw up a budget
• Map view : choose a location for your next event and check out how big the venue is

C. Task delegation

To manage events properly, you need to break down large tasks into smaller chunks of work and assign due dates to them.

For example, to secure a venue, you need to:

• Research venues
• Conduct in-person visits
• Sign contracts
• Submit payments

Here, you should also select an event project team and assign specific tasks to team members.

Luckily, ClickUp can help you with all the above.

All you need to do is create a task in ClickUp and assign tasks to a single assignee , multiple assignees , or a Team . You can also add due dates to your tasks.

ClickUp also lets you create simple Task Checklists and assign to-dos to a specific team member. 

Effective task delegation helps teams avoid making huge mistakes like booking your keynote speaker on the wrong flight.

Tip 2: set milestones

Now that you’ve got your tasks and deadlines lined up, you need to set some milestones . 

Your milestone could be to sell 400 tickets a week before the event date, or it could be to gain 250 Twitter followers two weeks after the event has ended.

Once you turn on ClickUp’s Milestones ClickApp , tasks are turned into progress markers.

You can also see your Milestones in the Gantt Chart view . They’ll be represented as diamond shapes so you can easily see all the big, shiny events that need to be completed.🔶

Tip 3: teamwork makes the event work

To organize a successful event, you need to make sure everyone knows their responsibilities.

Communicating the project plan with every department and setting up weekly team meetings will keep everyone on the same page and boost team collaboration .

This way, if you’re hosting a red carpet event, your crew can work together with ease to roll out a fantastic event:

With ClickUp, you can also set Custom Roles for every project. 

This way, everyone has access to the right documents and knows what role they need to play.

Your event team also needs a way to communicate swiftly. With ClickUp’s Chat view , your team can discuss anything, from upcoming tasks to event excitement.

Need to create and share vendor lists ?

Docs in ClickUp are the perfect place for you to create any digital document that can be shared with team members and internal stakeholders .

Sometimes a face-to-face meeting isn’t necessary. That’s why ClickUp has a Zoom Integration that lets you quickly jump on Zoom calls without having to leave ClickUp!

But, if you prefer old-school meetings, simply set recurring tasks for your weekly meetings, so you never forget about them:

Tip 4: always track progress

Event professionals understand the importance of tracking progress towards project tasks and deadlines.

Keeping track of progress will help your event team determine how much work is left and if deadlines will be met. In addition, it will help you keep your clients informed about any delays. 

ClickUp makes progress tracking an absolute breeze.

With Custom Statuses , you can add different stages to your event project, like ‘logistics,’ ‘invitations,’ and ‘event day.’ This way, you can create an event workflow that works for you.

Need to keep a close eye on how your high-end corporate event is progressing? 

Dashboards give you a high-level overview of your event. Here, you can monitor project progress , employee performance, and bottlenecks in your workflow.

You can also add Sprint widgets like Burnups charts , Burndown charts , Cumulative Flow diagrams , and Velocity charts to your Dashboard to make sure you throw the best black-tie event:

Tip 5: exhibit leadership and confidence

Exhibiting excellent leadership skills and confidence will help you keep your team motivated.

This is especially important for risk management. 

What do we mean?

Events always have a lot going on, and sometimes things can go wrong. For example, a fire could start, or a fight could break out.

Whatever disaster happens, you can’t have your guests and team running up and down like headless chickens.

The trick is to remain calm and collected so your team can follow suit.

Not sure how to handle the hustle and bustle of project management? Here are 3 project management tips for busy managers .

Tip 6: be flexible

Being a flexible event manager means that you’ll be able to handle any delays, bottlenecks, and other challenges.

And being a flexible teammate means that you’ll listen to other people’s opinions to get the best results. This is incredibly important for event management since anything can change at the last minute, and you’ll have no choice but to adapt.

But with a flexible project management tool, like ClickUp, you can handle anything that comes your way.

ClickUp has tons of flexible views for every department in your organization:

• List view: view your tasks in a sophisticated list and easily filter, sort, and group columns
• Board view: got an agile event management team? Use this view to move tasks through your agile workflow
• Box view : see what everyone is working on, what’s been done, and who has space for more on their plate
• Workload view: manage your team’s work capacity to make sure no one burns out
• Timeline view: get a visual on your schedule for an upcoming event

Tip 7: deliver a great finished product

Remember when we mentioned that an event project manager has to monitor events from their conception to completion?

Yeah, well, project managers have to do the same. Perhaps this is a trick that project managers learned from event planners. 😉

It doesn’t matter if a small fire started in the kitchen or if one of the DJs had to be replaced at the last minute. The only thing that matters is the success and quality of the event.

The event’s outcome is what your guests will take with them for weeks and months after the event.

A fantastic way to ensure that your future events are even more successful is to collect feedback from your guests and employees.

ClickUp’s Form view lets you build beautiful custom Forms. These Forms can be shared via a link or built into pages. Form responses are automatically turned into tasks and can be moved through a workflow when you’re ready.

Tip 8: debrief

Debriefing only happens once the event has ended.

All the performers are flying back to their hometown, the event photos are all over social media, and orders are being processed.

Now, you’ll need to schedule a meeting with your project team and clients to discuss what went well and what could be improved.

To make this process easier, you should ask your employees to note any problems they run into throughout the event planning process. Speaking of taking notes, ClickUp’s Notepad is a free online space for your event team to jot down ideas and issues in real-time. You can even convert your notes into tasks for the debriefing session.

You thought this was the end of this event? Well, get ready for the after-party cause we’re not done yet.

Here are even more ways ClickUp can help you manage your events:

• Templates: use the Event Management Template , Party Planning Template , and Event Planning Template to deliver consistent events
• Proofing and Annotations : collaborate on ads for the event and work alongside clients to speed up contract approvals
• Mind Maps : brainstorm beautiful event themes and map out your event workflow
• Task Priorities: label tasks as urgent, high, normal, or low priority so your event team completes tasks in the correct order
• Email ClickApp: stay in touch with a stakeholder that prefers email by sending and receiving emails directly from ClickUp tasks

Although events are a ton of fun, getting everything to run smoothly is a whole different event!

Luckily, event project management tools can help you manage everything without turning the event into a circus.

But, if you want your events to be a success, you need to use comprehensive event planning software like ClickUp.

ClickUp’s got features like task Dependencies , accurate time estimates , and powerful mobile apps that’ll help you launch well-organized, successful events.

Try out ClickUp for free today to experience a tool that can help you organize the event of a lifetime!

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How to Plan an Event: Event Planning Steps, Tips & Checklist

Need to know how to plan an event? If you’re planning a big event like a conference, we can help you successfully create, structure and lay out your event plan. This blog will cover everything you need to consider when planning an event, including event planning steps, tips and an easy-to-use event checklist.

What Is Event Planning?

Event planning is the process of putting on and managing a variety of events, from something as small as a meeting to as big as a convention and everything in between. When event planning you’ll be taking into account every aspect of that event, whether it’s a birthday party or a networking event.

That means you’ll be estimating budgets, creating timelines to schedule the event, reserving the site and any panels or speakers involved, getting necessary permits, food, transportation and more. If the event has a theme, you’ll develop that, too. Plus, you’ll be in charge of securing the needed resources to make the event a success.

Get your free

Event Plan Template

Use this free Event Plan Template for Excel to manage your projects better.

What Is an Event Plan?

An event plan defines how an event will be executed. It addresses all the components of an event such as the start and end dates, budget , venue, marketing, attendees and more. The scope and complexity of the event plan vary depending on the size of the event, but the fundamental challenges remain the same.

Organizing all those disparate parts, especially for larger events, requires powerful project management software. ProjectManager is award-winning project management software that lets you plan, manage and track your event to ensure it’s a success.

Our powerful Gantt charts help you list all your tasks and the associated resources and costs, assign them to your team and set milestones to track your progress. The whole plan is visible on a project timeline and can be saved by setting a baseline. Now you can track the planned progress against your actual progress to make sure you’re on schedule. Get started with ProjectManager today for free.

Event Plan Example

Most of us have some experience planning an event, be it at home, work or in our community. For this article, let’s focus on large events.

A conference is a common type of large event, so for our event management purposes, let’s talk about a TEDx conference that we were involved in to illustrate how to plan an event. This example is a good scenario to explain the structure and challenges of planning a big event, along with the benefits of planning an event with project management software .

Let’s break down the other components of setting up an event. They’re summarized below:

• Event timeline: First, establish a timeline for your event. This timeline should include pre-event planning, event execution and post-event activities.
• Budget: Estimate your event costs and create a budget. Your available budget will influence many event management decisions such as your venue, the marketing and advertising methods, etc.
• Venue: The event has to take place somewhere, and that involves logistics management , food and beverages as well as the décor.
• Marketing: Once you’ve selected a venue, you need to start drawing people to it through a marketing program that can include a website, social campaign, email and print work.
• Advertising: Hand in glove with marketing is advertising. That can include radio, TV, newspaper and magazine advertisements.
• Volunteers: A big event needs a big crew of people to get it off the ground and run smoothly. That means volunteers, which means writing contracts, defining their roles, setting up meetings and determining schedules.
• Speakers: You must have a keynote speaker or a group of speakers to attract an audience. This involves contracts, curators to select the talent, a program, bios and rehearsals.
• Sponsors: All of this costs money, and a big event’s budget is supplied by its sponsors. This again involves contracts, marketing and logistics.
• Production: The production involves creating contracts as you work on creating an audio-visual recording of the proceedings, as well as a sound and video broadcast during the event.
• Stage: The event takes place at a specific venue and on that venue is a stage on which the event proper will be presented. That usually incorporates a projector, screen, microphones, internet connection, batteries, cables and more.
• Attendees: Don’t forget about the people attending the event! You’ll need communications to inform them of event information, payment processes to collect fees, emails to stay in touch, directions, badges and access points.

Related:  10 Free Event Planning Templates for Excel & Word

Free Event Plan Template

This free event plan template for Excel is a great tool to start assembling the information you need to create an event plan. It can be customized to add your event details.

The Event Planning Process: Event Planning Steps

We covered a lot on event planning, so let’s break down those tips into concrete steps. These event planning steps will guide you toward success. Let’s continue with our conference example.

• Step 1. Determine your event goals and objectives
• Step 2. Assemble your team
• Step 3. Establish an event budget
• Step 4. Choose a date & venue
• Step 5. Select the speakers
• Step 6. Event marketing & advertising
• Step 7. Execute your event

When you break down the scope of your event plan into manageable steps, the process seems a lot less daunting. However, there are a few more things to keep in mind when making your event plan.

Event Planning Roles

As you might expect, there are many different roles that work together to bring an event to life. It’s easy to get confused. Are you an event manager or an event planner? Is there any difference between the two? Let’s take a look at some of the more common event-planning roles and define them.

Event Manager

The event manager is often mistaken for the event planner, but they are two distinct roles. Most simply, the event manager is responsible for event management activities, which involve coordinating and implementing the event. They take care of setting up the event, including its design, and make sure the vision of the event planner is realized.

Event Planner

An event planner organizes, coordinates and executes the event. They’re in charge of coming up with the idea, overseeing the setup and breakdown of the event. They’ll select the venue, create the budget and ensure everything is taken care of. What sets them apart is they design the strategy for the event to the smallest detail.

Related: Free Event Budget Template for Excel

Event Producer

The event producer fleshes out the strategic plan of the event planner. They are the one who takes the idea and turns it into a living event. They will take charge of the technical aspects of the event, such as audio/visual, stage design, etc. They work with the event planner to schedule the event , but the event producer uses their skills and expertise in producing events to deliver the event that’ll impress both attendees and the client.

Event Planning Tips

Unfortunately, there are always going to be variables out of your control that’ll affect the event planning process, such as the weather, delivery delays, technical difficulties and other potential mix-ups. As stated earlier, you can’t change the date of your event, so you’ll want to be as prepared as possible for any risks or issues that may pop up on the day of your event.

Do a Post-Event Review

A post-event review or a post-mortem as they’re often called, is very valuable. By looking back at the past event and seeing what worked and what didn’t work, you can better plan your next event. There are always lessons to be learned and applying them to the next project will avoid previous mistakes and increase your chances of a better outcome.

Use Event Planning Templates

Having an event planning template is a great way to make sure you’re not missing any important pieces of the larger event. It’ll help you organize your tasks and resources, costs and more. Use our free event plan template to get started on the right foot.

Use Event Planning Tools

A template is fine, but limited. You have to manually update everything and it’s not very collaborative. Event planning tools, such as Gantt charts , kanban boards, task lists and calendars, help you plan and implement the event plan. They also allow you to track the work to make sure it’s following the plan, which leads to a more successful event.

Prepare a Plan B

As important as your plan is, there can be issues with it. There might be acts of god, such as weather, which negatively impact the event. Whatever the cause, you’ll need a backup. That’s why developing a plan B is so critical to the success of the event. You might never have to use it, but in case you do, you’re prepared.

Use an Event Planning Checklist

Another tip is to have a checklist made up. That way you can collect all the things you have to do and why you’re doing it in one place. Using a checklist for event planning can be done in conjunction with project planning tools . The more safeguards, the better. Also, there are few things more satisfying than crossing something off your list.

Event Planning Checklist

There’s a lot to manage when planning an event, so it’s important to have a list of everything you need to include in your event management plan. The following is a general event planning checklist to help you get started. The more questions you ask, the better your event checklist. Feel free to add your own unique responsibilities and tasks.

Goals and Objectives

• What’s your event’s reason for existing?
• What are the goals this event is expected to achieve?
• What are the revenue objectives?
• What is your target audience?
• How many people will attend?
• Is there a cost associated with ticketing and what is it?
• Where is the event being held?
• Create an event schedule.

Event Budget

• Figure out what the costs will be
• If you held similar events, use and adjust an old budget for a baseline
• What ticketing and registration software will be used?
• Finalize sponsor contributions
• Set ticket price

Date & Venue

• When will the event take place?
• Have a backup date in case issues arise
• Is there the best location for the event?
• Is the venue appropriate for your expected number of attendees?
• Decide on needed infrastructure: wifi, capacity, bathrooms, near shopping & restaurants, etc.
• Hire a caterer
• Secure what equipment you’ll need
• What are your security needs?
• Do you need permits, licenses or insurance?
• Create event signage and communication plans for attendees
• Research potential speakers
• Create a list of relevant speakers
• Create a pitch for speakers
• Pitch speakers
• Finalize speaker selection, get bios and headshots and arrange travel and accommodations
• Develop a list of sponsors and what you can offer them.
• See if there are sponsors who have partnered with similar events.
• Reach out to potential sponsors.
• Design signoff.
• Update the site or build a unique one.
• Make sure the site can handle expected traffic.
• Have a mobile-friendly site.

Event Marketing & Advertising

• What’s your messaging?
• Coordinate with digital tools and social platforms
• Add the event to online calendars
• Market the event with blog posts and other promotions like videos and online ads
• Send reminders to all parties a month or two before the event date

Finalizing the Last Steps

• Speakers and scripts
• Decorations

Pro tip: That’s a lot to coordinate and plan, which is why there’s a need for project management software that has the right features for event management. It provides a common portal, where you can track costs and tasks with automated alerts. It also offers both a communication and a collaborative platform that reduces the need for unnecessary emails. Software collects all your files in one place and makes team reporting simpler by adding efficiencies and reducing stress.

ProjectManager Offers Robust Event Planning Tools

ProjectManager is online software that’s suited for event planning. We have event project management tools to keep all the parts of your events, from managing vendors to promotions, organized. Our planning software helps you keep track of all the elements that make up your event plan.

Keep Stakeholders Updated With Event Calendars

Our multiple project views mean that event planners and managers can use project calendars , Gantt charts and there are task lists and kanban boards for teams. While reports can keep stakeholders informed, they might want to have access to the project. Share the calendar view with your stakeholders, which allows them to see start and end dates for all the tasks as well as milestones. This manages their expectations.

Zoom Into Event Activities With Kanban Boards

Use ProjectManager’s kanban board to manage the daily activities that need to be executed to plan, schedule and track your event plan. Move tasks from column to column as you collaborate on work with your team, and it’s easy to spot bottlenecks and get everything over the line in time for the event.

Track Event Labor Costs With Timesheets & Real-Time Dashboards

Plus, timesheets make invoicing easy for all your events. They can be submitted and approved with a keystroke. Our software also offers a variety of views, from a list to a calendar and even a kanban board that helps you visualize the workflow to keep on task.

More About Planning an Event

Event planning can be complex. There’s a lot of balls to keep in the air. If the above is too much to digest immediately, you could start with our event plan template and watch one of our planning experts. Jennifer Bridges, PMP, has years of experience and uses it to teach you the fundamentals of event planning in this short video.

Related Content

• Free Event Proposal Template
• Event Management: A Quick Guide
• How to Plan a Virtual Event: Virtual Event Planning Checklist
• Event Project Management Software

ProjectManager is award-winning project management software that helps you plan and monitor your event details. From powerful planning tools to real-time reports and dashboards that capture all of your event details, you can use our software to stay on schedule and stick to your planned budget. Try our software today with a free 30-day trial.

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Start planning your projects.

Ultimate Guide to Project Management for Events

Last updated on 28th November 2023

So, you’re planning an event! 

That’s awesome. But with everything you need to plan and consider, it can also be a little bit nerve-wracking. 

Imagine if your event planning went so badly that you were left with thousands of outraged attendees, several lawsuits, and even a Netflix documentary that highlighted your spectacular failure. 

Sounds dramatic. But that’s exactly what happened to the Fyre Festival. 

The one-of-a-kind musical festival was supposed to take place on a private island in the Bahamas. Many people paid premium prices for tickets and added luxuries, including gourmet cuisine and exclusive accommodation. 

But when the venue fell through – for multiple reasons – and the gourmet food became FEMA sandwiches and the exclusive accommodation became used hurricane tents – the founders chose to press on with the event, much to the extreme shock and disappointment of everyone who showed up. 

It’s a classic case of over-promising and under-delivering – and you never want to be in that position with your event. 

In this article we’re going to go through absolutely everything you need to do to ensure your project runs smoothly and your event is a success…

Article Contents

1. Define your objectives

The first step towards planning an event is figuring out why you want to have the event in the first place. Ask yourself: What do I want to achieve? 

A couple of example goals could be: 

• To generate X revenue from event tickets
• To increase brand awareness by X%
• To increase sales by X%
• To raise X amount in donations for our cause

Basically, it’s a quantifiable goal that can be used after the event to help you determine whether it was a success or not. 

At this early stage, while defining your objectives, you should also consider the finer details. Such as how many attendees you want, when the event will take place, and where. 

The best way to keep track of all of this information, and make sure you get everything done ahead of time ( unlike The Fyre Festival! ) is to create a timeline. 

Let’s say your event is taking place in 9 months time. You can start with that end date and work backwards from it to outline what you need to do between now and then. 

When plotting out your timeline, it helps if you can see your tasks visually. Our brains are hardwired for visual information and can process visuals 60,000x faster than text ! 

The Project.co tasks feature is a great tool for this, and our free events planning template actually comes pre-populated with customisable tasks – such as “Book Venue” and “Arrange Volunteers” – making it even easier to get started! 

You can view your tasks in a couple of different ways, for example, as a list:

Or on a calendar:

It’s easy to update your timeline. Simply drag your tasks from one date to the next.

You can also split your tasks using our kanban view: 

This way, you can easily see what needs to be done, what you’re currently working on, and what has been completed. 

You can also create new tasks in a couple of clicks and assign them to different members of your team:

2.  Establish a budget

Okay, so it’s not the most exciting part of event planning, but a key component of successful project management is determining your budget. 

It can help to map out your budget in advance. This way you’ll be able to make a list of what you need and determine what you can afford. 

According to Eventbrite , event budgets are typically broken down by marketing and promotion (43%), speakers and talent (32%), printed materials (29%) and venues (18%).

Some of the key things to consider include:

• Entertainment/speakers
• Food and drink

Top tip: set aside some of your budget for items marked “miscellaneous” – added costs are bound to pop up somewhere down the line so it helps to be prepared.

Using spreadsheet software, like Google Sheets can be a great way to keep track of your budget. The benefit with Google Sheets is that your team can collaborate on it together in real-time. 

With the Project.co embeds tool, you can embed your Google Sheets to your project – meaning that everyone involved in the planning of the event can work on the document at the same time, without ever leaving the project:

3. Find and book a venue

This is a biggie! 

A large part of your event experience is down to the venue, so it’s important to take your time, do your research, and ensure you find the perfect one. 

Be sure to consider everything : 

• Floor space
• Accessibility
• Capacity 

It’s important to keep all of your venue information in one place, and can be helpful to “score” venues against one another for different features. 

By creating a project especially for venues within Project.co, you can create tasks reminding you to call each venue

And also keep track of your conversations. The notes tab is the perfect place to jot down important information.

Note: even if your event is online, finding the perfect venue is still important! Be sure to try out different softwares and make note of any features and restrictions. For example, how many people can join the meeting and how many minutes it can run for.

4. Create an itinerary 

Once you’ve booked your venue and you’ve set your date it’s time to create an itinerary for your event.

An itinerary is important for ensuring your event runs smoothly and is well scheduled. It can also help you to book speakers and exhibitors. 

In addition, having an itinerary can help you to promote your event because you can share it with attendants to get them excited about what’s coming up! 

Don’t panic if you struggle to pull your itinerary together. It’s probably going to be fluid right up until the event. This is because things change – speakers may become unavailable and then available, the weather could throw a spanner in the works when it comes to transport.

But, as long as you have an idea of what your plans are for the day, weekend, or week – you will be better prepared to deal with any issues when the actual event is happening. 

Within Project.co, you can attach files directly into the discussions tab so that everyone can download and view important documents, like your itinerary. 

The discussions tab is the perfect way to keep all of your communication centralised: 

5. Book speakers

Booking speakers, exhibitors (and possibly sponsors) is crucial to the success of your event. By linking with related figures in your field you’ll be able to draw in a wider audience. And by partnering with sponsors – if applicable – you’ll be able to reduce some of the costs. 

When booking speakers and exhibitors, it’s important to think about what your attendees will want to see. What – or who – would excite them? 

You could send out an open call for people to pitch themselves to you – and explain how they could bring value to your event. And you could also consider contacting influencers in your industry directly.

The kanban tool within Project.co is a great way to keep track of these communications. You can move speakers down the funnel as your conversation progresses

It’s easy to personalise your kanban columns to fit whatever need you have. 

If your event is in-person it’s also important to contact vendors, such as security teams and caterers. After all, keeping your attendees fed and safe is just as crucial as entertaining them! 

If the event is over a couple of nights, you could also contact local hotels and transportation services to see if you can strike a deal for your attendees – adding more value to your event.  

6. Brand your event

Branding gives your event an identity. It helps you to create powerful and recognisable marketing materials – which will be especially important in those early days of promotion. 

A great example of event branding comes from Crufts 2023. Crufts hired the creative agency Piggy to come up with something unique for their 2023 show. Here’s the result:

This branding – very different to anything Crufts has done in the past – is eye-catching and memorable. 

Discussing the branding for the show, Piggy states on their website:

“We needed to vividly convey the sheer drama and exhilaration of sitting ringside at Crufts, witnessing the world’s finest dogs competing at the highest level…We wanted viewers to feel like they were right there, immersed in the action.”

This branding was used across multiple platforms, from buses:

To social media:

This helped to generate a buzz around the event and ticket sales for Crufts increased 15% compared to 2022.

To do this for your event you could search for branding agencies online, like Crufts did. However, not everyone has the budget to hire a professional branding agency. 

If you’re on a tight budget, you could search for a freelancer on a site like Fiverr or Upwork. Freelancing platforms like these have lots of professional designers listed that could create some initial concepts for you at a competitive rate. 

7. Promote. Promote. Promote.

Speaking of generating buzz, once you have everything in place for your event it’s time to promote – promote – promote. 

In order to sell tickets for your event and get people excited about attending, you need to work hard to generate hype. 

Like Crufts 2023, it’s important to generate hype everywhere and anywhere you can. According to a study by Aventri , 96% of marketers use social media to increase awareness about their events , like this post from the Blue Pencil Agency :

And 40% of event marketers believe email marketing is the most effective channel for promoting an event , according to Endless Events .

To give your event the best chance of succeeding, you should try to hit all platforms. Of course, this can be a little tricky to keep track of. 

Creating a promotions calendar is a great way to remain organised and ensure you don’t miss anything. 

You could create a new project within Project.co to help you manage this – separately from your events project. 

Here, you can keep track of all of your marketing efforts so that you know which promotional material is going out, and when.  

8. Follow up

After your event is over and done with, you should sit back and give yourself a pat on the back for a job well done. But you should also keep working! 

The follow up after the event could be classed as the most crucial part of the whole operation! It all loops back to our first point – what are you hoping to achieve with your event?

After building such great connections, it’s vital that you don’t waste them. Be sure to follow  up with the people that you met. 

You could turn prospects into customers and also make strong connections with other brands that could be beneficial for your business in the future. 

Final Thoughts

Planning an event is a huge undertaking. There is so much to think about and if you let yourself become overwhelmed then small mistakes can snowball into huge mistakes.

But when you pull off an amazing event it feels so rewarding! And hopefully your business will reap the benefits, too.

With our events template by your side you’ll be equipped to create an amazing event – without the stress! 

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Event Project Management: How to Plan and Deliver Your Next Great Event

Event management is no easy task. Putting on any great event, regardless of the format, takes a huge amount of planning and preparation.

Whether running an in-person or hybrid conference , a virtual trade show , or even a thought-leadership-led webinar (or anything else!), solid project management is the only way to ensure you can run the best possible event and ultimately achieve maximum results and ROI.

So how do you manage a project as complex as an event?

Best Foot Forward

As with any complex process, preparation is key. Starting out with a project management-led approach is far easier than applying one once you realize, a few weeks in, that planning an event is hard work and needs more than email chains and scrappy notes.

Firstly, you’ll need to understand what the big steps or milestones will be for you to run your event. Consider all the key components needed in three categories – before, during, and after the event:

• Before the event could include venue sourcing , marketing (website updates, online or traditional promotion, advertising, etc.), invites, registration portals, merchandising, and venue dressing.
• During could include all elements needed on the day of your events, such as AV, food and beverage , guest speakers, audience interactive elements, and transportation.
• After might include conference breakdown, post-event analysis , attendee follow-up communications , and more. 

You’ll find many different elements to consider , and each one must be well organized in plenty of time before the big event day.  

Deadlines, Deadlines, Deadlines

At this stage, consider setting some initial target deadlines for each element. Starting from the date of your event, work backward to each step in the run-up and set an appropriate date. Likewise, set deadlines for your post-event activity too.

Giving yourself a little extra wiggle room is no bad thing. Each of your elements will need its own timeline to put the required work in to achieve what’s needed. Be realistic and consider the level of resources you might need to achieve what you’re planning. 

Once you have deadlines in place for each of your event planning milestones, you can then look at assembling your team.

Event Management Team… Assemble!

Start by gathering your project team and clarifying who is responsible for each element. Ensuring up front that everyone is one hundred percent agreed and on board with project delivery ownership is key. It will allow everyone to understand their part in the wider process and how the aspect of the project they are responsible for is important in the bigger picture. 

At this stage, you should also offer all involved the opportunity to discuss any concerns with the proposed deadline dates. The people responsible should be able to highlight any potential issues with delivering the plan to ensure there are no nasty surprises along the way.

Have a Backup

How frustrating is it when your computer crashes and you lose your files and content? Having a backup is the answer here, and just as you should back up your work, you should consider a backup plan for the various elements of your event. If you want real peace of mind, you should consider alternatives you can turn to in case of emergency – for example, a caterer having to pull out, printers letting you down, or a vital team member falling ill.

These are all things that could happen and that you have very little control over, so it’s worth considering what sort of disaster recovery plans you might need as part of your event planning process . It’ll mean you are well prepared to face these challenges, and your entire event doesn’t have to be derailed because of something unexpected.

Practice Makes Perfect

In the run-up to your event, you’re going to be busy. Of course, there’s the pre-event promotion and plans to consider. In addition to that, anything for during or after the event will also need to be arranged and scheduled long before the day itself.

Ensure they've been practiced adequately for any event, including presentations or speaking slots. For in-person and hybrid events, this includes “dress rehearsals.” Practice will allow presenters and speakers to best refine their delivery and present their message. Most events will have strict timings to adhere to, and rehearsing will allow people to understand where things may otherwise be overrun, or additional material could be added.

For webinars and virtual and hybrid events, ensure you’ve tested the AV equipment used on the day to ensure things will run smoothly. For example, if running a webinar with multiple presenters in different locations, run a dummy version on the laptops and technology you’re planning for the day with those manning the technology. The last thing you want to happen is to check all the tech in a different location or on a different machine, only to find that minutes before starting the day itself, one of your key presenters needs to apply updates to their laptop. Don’t leave these things to chance.

Endings-Beginnings

The event itself should not be considered the end of the project. As we’ve mentioned earlier, post-event activity needs careful consideration. If you’ve planned and executed your event well, your attendees will be left with a positive feeling toward your brand. While the event is fresh in their mind, it’s the perfect time to follow up with leave-behinds or additional related content, invite them to other upcoming events, ask them to subscribe to your updates, and more. With a well-planned post-event strategy, you can reap additional ROI from your audience long after the event day itself. 

Additionally, understanding what has and hasn’t worked as well as it might have done is imperative to fine-tune your approach to events in the future. Taking the time to analyze this internally and communicate with your attendees to ask for feedback soon after the event is the best way to ensure you get accurate, honest feedback that can then be used to improve your event strategy moving forward. 

Take the Tech Advantage

Take the opportunity to use technology to help you make the entire event management process more straightforward.

Cvent’s own event management solution provides a seamless experience for any type of event across in-person, hybrid, virtual, or webinar applications . It features tools for each journey stage, from planning to promotion, engagement to follow-up.

Using a single solution across your entire event project cycle and entire event ecosystem, you can rest assured that everything your event team is working on is housed in one easy-to-access place. From requests, approvals, and budget up front, to registration portals and marketing throughout your promotion stage, to engaging mobile apps and onsite solutions to use on the day, and to CRM integration, feedback mechanisms, and engagement scoring to understand from a data perspective of how the event went, Cvent has it covered.

You can also benefit from a single view of each of your attendees. This allows you to provide a tailored approach that feels unique to each invitee as you draw on data from multiple touchpoints and deliver bespoke, targeted communications that speak to their specific pain points and challenges.

Personalization is a huge part of modern marketing, and being able to provide truly bespoke experiences (not just a “Dear [FIRSTNAME]” email) will provide an enhanced user journey and better engagement from your audience.

Conclusion 

As we said up top, event management is no easy task. But if you take a measured, considered approach and combine this with a powerful technology solution designed by event experts, you can certainly mitigate many challenges.

John Hunter

John is the Senior Manager of Event Cloud Content Marketing at Cvent. He has 11 years of experience writing about the meetings and events industry. John also has extensive copywriting experience across diverse industries, including broadcast television, retail advertising, associations, higher education, and corporate PR.

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It’s vital to know and use some of the online tools now available to event managers. Click To Tweet

Tired of reading through long email chains between your team, vendors, clients, and more? Do you sometimes miss important last-minute communications? Try Slack .

Slack is a team communication tool that streamlines your messages into manageable and effective chains. You can organize discussions by overall event, or by more detailed projects (like catering or decor). Slack keeps your team all on the same page ” literally.

Everything in its place with event management tools

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Need to dish out assignments to your team members? Trello allows you to assign tasks and checklists to individual users and monitor their progress.

Trello also tracks actions as they are completed, so you can see your progress in real time. This project management tool uses an intuitive board system that lets you move tasks and messages around. With so many moving parts, event planners can project manage any large event with Trello.

3. Basecamp

Like Trello, Basecamp is a simple communication and project management tool that’s easy to implement and use. Tracking conversations and tasks, it’s a great way to keep your team in the loop on individual portions of any project or event.

You can assign tasks to users and get notified when someone completes a to-do item. Basecamp is a pioneer in project-based management. If you look at every event as a project, this model works well for planners.

If you love kanban boards but need some flexibility, Asana is for you! Asan took the tried-and-true event planning tool and gave it an electronic upgrade .

Collaborate with your team and assign tasks while still using a familiar planning structure. User reports give you in-the-moment snapshots of your team’s progress. Also, its fully-mobile version lets you keep up from anywhere, which means you can easily track tasks even on event day.

Have you ever felt like one part of your event team is floundering and the other is suspiciously efficient? With Wrike ‘s resource management tools, you can evenly distribute tasks as the event grows closer.

ith both Gantt-like and Kaban board viewing options, you can choose the most comfortable and effective way of seeing your projects (and even change your mind halfway through). Download their apps for event day execution.

After an event, no one likes a surprise bill. Track your team’s spending with Active Collab. Click To Tweet

6. Active Collab

After a big event, no one likes a surprise bill. Track your team’s spending and costs during planning and execution with Active Collab . Beyond tracking time, Active Collab also offers tools to create invoices, to help get you paid !

Use the task management and team collaboration tools to keep your team on their toes and pull off a flawless event. The tool also provides resource management tools, reports, and client access so your customers can keep up on their event’s progress.

This event project management tool is great for large event teams need to track their time before, during, and after the event. Jira offers time-tracking to make sure everyone gets paid, correctly.

Jira also offers communication and task tracking tools, as well as a client permission system. Additionally, use its advanced filters to access the reports you need to make the right decisions moving forward.

8. ProjectManager.com

Have a complex event that requires a lot of moving parts? The features on ProjectManager.com can help you manage all aspects of your next event, even when tasks are divided among many team members.

ProjectManager.com has a comprehensive toolset (including Gantt charts) that suit complex event management quite well. The site also offers timesheets, budget tracking, and other features that make planning your next event easy.

Project management tools for events can be a game changer for event teams. Click To Tweet

No matter what system you choose, these event project management tools can be a game changer for event teams. Use these platforms to better manage communications and tasks for more effective planning and better execution. Do a little extra research and find the perfect fit for your team!

Try the world’s most popular event diagramming

What project management tools for events do you use? Drop us a comment below or tag us on Facebook with your favorite choices. And don’t forget to check out Social Tables helpful Event Management Software !

Still have questions about event project management?

We recommend using an online tool that is built for project management. These tools are packed with features to ensure critical tasks are accomplished and well-planned.

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Event planning checklists to keep you and your team on schedule

Manage event tasks and to-dos with detailed event planning checklists / timelines plus prebuilt event planning templates, 1 of 20+ tools in our platform, our event planning checklist tool is included in the planning pod software suite, included in the following products:, venue management software.

Perfect for event centers, hotels, restaurants, corporate facilities, non-profit venues and reception halls.

Event Management Software

Perfect for corporate events, meetings, weddings, galas, fundraisers, educational events and more.

"I have truly enjoyed using Planning Pod to keep my event planning to-do list in one central location, which definitely makes it easier for me to stay on track. I especially like the event planning templates that allow me to set up an event and load in all my tasks without starting from scratch each time!" - Renee Couperthwaite, Florida Institute of Technology

4.89 out of 5 stars

See why more event professionals and venues rely on our tools to build their businesses!

Streamline how you track event planning tasks and to-do lists with our event project management software tools

Manage pre-event, day-of and post-event tasks.

Track event to-dos related to managing staff, vendors, venues, volunteers, budgeting, payments, marketing, entertainment, speakers, setup/teardown and more. Add descriptions, due dates, notes, task status and file attachments. Assign to contacts and sublists.

Stay in-the-know with dashboards and calendars

Always know where you stand with your upcoming, due or overdue tasks with at-a-glance event dashboards . All event tasks are displayed by due date on our master events calendar , which you can sync with any other electronic calendar (Google, Apple, Outlook, etc.).

Assign tasks and set timely reminders

Our event planning checklist tool lets you assign tasks to contacts (staff, vendors, volunteers, etc.) and filter tasks by who they are assigned to. Also set email or text message reminders so assigned contacts receive notifications prior to the item due date and on the due date.

Build event planning checklist templates

Create your own event planning templates for task lists you use repeatedly. Or use our prebuilt templates for banquets, conferences, fundraisers, meetings, parties, weddings, more. When you add a template to an event, all item due dates are automatically backed out from the event date.

Download lists and access on any device

Download branded PDFs of your event planning checklists. Our event management software is cloud-based and mobile-friendly, so you can access and manage your timelines anytime, anywhere, on any device - smartphones, tablets, laptops and desktops.

FYI ... If you’re interested in our event planning checklist tool, you may also like our: Event Budget Manager • Event Floor Plans and Designs • Event Day-Of Itinerary / Schedule Builder • Proposal Builder • Event Registration and Ticketing

Used by 20,000+ event professionals, what’s inside our web-based event planning timeline builder, see why event planners and venues use our event planning templates and checklists to manage conferences, corporate events, fundraisers, galas, meetings, parties and weddings, tasks and assignments.

Create event to-dos with due dates, descriptions and notes and assign them to staff, team members, vendors, committee members, volunteers, etc.

Event Planning Templates

Start with our prebuilt event planning templates to save lots of time. Or create your own templates from scratch or by importing them from a spreadsheet.

Sublists and Filters

Sort your to-dos for each event into sublists for easier management of tasks. Use the search feature to search for words/phrases or use filters to view tasks by assigned contact.

File Attachments

Attach documents, images and other types of files related to a to-do so assignees can refer to it when completing the task.

Email and Text Reminders

Set email and/or text reminders for each to-do to notify assigned contacts ahead of time as well as on the due date of the task.

Syncable Calendars

Our event planning checklist tool integrates with our calendar tool to display to-dos on their due dates. And you can sync our calendar with other e-calendars to view your to-dos there.

Use our home page and event dashboards to view upcoming, overdue and recently completed tasks as well as quickly edit them or mark them as complete.

PDF Downloads

Download a branded PDF document of your event planning checklist in a single click. Customize what tasks are included by running filters or selecting due date time ranges.

Learn more about our solutions for event professionals and venues

Recent post, jeff kear · owner, planning pod, 56+ critical event planning checklist details and tasks.

One of the most important tasks in making sure that your events run smoothly is actually creating a thorough event planning checklist or task list that covers every important to-do and responsibility leading up to, including and after your event day.

Event task lists are not only a checklist but also a planning timeline and measure of progress of what has and hasn’t been done and what needs to be completed before your event arrives. Most event checklists should detail planning activities at least 4-6 months before your event date (as that’s probably the latest you should wait to book a venue), but if you have a larger, more involved event (like a big conference or trade show) you should probably be scheduling tasks 12-18 months prior to the event date.

An event checklist is an essential part of any event project management plan, and it’s a great asset to have for managing logistics for events both small and large, including planning weddings and parties ; hosting fundraisers and non-profit galas ; organizing corporate events ; managing meetings, conferences and conventions ; and setting up ceremonies, dinners, festivals, product launches, focus groups, training, retreats and tournaments.

Most seasoned event professionals have one or more event planning templates that they use and customize for each event, saving them a lot of time. But if you don’t have one there are many event planning checklist templates and event management template examples available online that you can download and use as a starting point.

If you are creating an event planning worksheet or checklist from scratch, or if you simply want to make sure that you have included all the important items on your list that you need to attend to as you manage your event, here is a list of 56 critical items that you should consider adding to your pre and post event planning checklists.

NOTE: Under each topic, we are listing all the separate tasks or to-dos you may want to add to your event planning checklist, as each item may require separate tasks devoted to brainstorming, planning, selection, setup, followup, etc.

1. Accounting

Set up accounting software, collect receipts, track financials and financial milestones.

2. Advertising

Brainstorm advertising strategies, research vendors, review quotes, write/design ads, make ad placements and review performance.

3. Agenda / schedule

Build a thorough day-of agenda or run sheet for your event, make updates regularly and distribute it to staff, vendors, volunteers, etc., prior to the event.

4. Attendee and audience management

Identify target audience, set expected attendance, create and manage attendee guest lists , designate marketing/communication channels and tactics, track headcounts and report headcounts to vendors (venues, caterers, etc.).

5. Audio visual

Identify A/V needs (lighting, sound, video, staging, production), research vendors, review quotes, negotiate fees, sign contracts and arrange setup.

6. Awards and gifts

Identify awards (plaques, trophies, gift bags, etc.) and recipients, budget for items, order/fabricate items and ship/deliver items.

7. Blogging

Build blog or add it to website, create posting schedule, make writing assignments, post articles and promote articles on social media.

8. Brand development

Arrange for designer, create logo/color palette and distribute to team for use in marketing materials.

9. Budgeting

Build out initial budget, make adjustments, acquire approvals, collect vendor quotes, negotiate fees, set up payment schedule and make payments on time.

10. Catering

Identify food and beverage needs, create and assess catering program and draft menu(s), estimate headcount, research catering vendors, schedule tastings, negotiate fees, select vendor, select menu, retain proper licensing (alcohol, etc.) and arrange for setup.

11. Check-in

Determine check-in process and equipment needs, procure necessary check-in software , equipment and rentals (computers, tablets, tables, etc.), set up cash box, confirm necessary staffing and set up at venue.

12. Committees

Determine oversight needs, set up committee structure, recruit committee chairpersons, set committee responsibilities, recruit committee members, set meeting schedules and establish reporting criteria.

13. Content and programming

Brainstorm event theme, select preferred theme, identify and recruit content creators and presenters, develop scripts and approve scripts.

14. Contracts

Identify contracts to be drawn up, secure legal council for contract creation, customize and send out contracts to suppliers/vendors and acquire signatures.

15. Dates and times

Brainstorm potential event dates and times, select preferred date/time and back out all tasks on event planning checklist from event date.

16. Debrief meeting

Set post-event meeting to assess lessons learned and create summary document for next event.

17. Design and decor

Secure designer and contractors (floral, etc.), brainstorm on design look-and-feel, determine items to be designed (posters, flyers, mailers, signage, etc.), set design and printing deadlines for each item and deliver/set up items at on event day.

18. Email communications

Determine email needs, select email marketing software, create event email template, schedule email blasts (email invitations, reminders, updates, etc.) and write/design/send emails.

19. Entertainment

Determine entertainment needs, assess type of entertainment required, research entertainers, review demo reels, negotiate fees/terms, select entertainment, consult regarding performance/playlist, acquire music permits/licensing and set up at event.

20. Event website

Determine website scope, contract with developer or event website maker , design site, write and build out web pages, launch site and add relevant updates at benchmark dates.

21. Exhibitor management

Identify exhibitor audience, determine exhibit offerings and fees, create sales sheets, train sales staff, acquire/build sales list, contact prospects, collect signed agreements, invoice and collect payments and provide event dat setup instructions.

22. Feedback survey

For post-event feedback, script questions, determine survey software, build out survey, email survey link and analyze results.

23. Goalsetting and objectives

Brainstorm on event purpose, theme, audience, budget, location and dates; narrow down preferences and survey stakeholders and target audience; and make decisions based on input.

24. Insurance

Assess what insurance and coverage (if any) should be purchased, research with providers, purchase best options and inform parties that require insurance coverage (venues, etc.).

25. Invoicing

For invoicing sponsors, exhibitors, donors, etc., procure accounting and event payments system , set up invoice drafts/templates, create and send out invoices and follow up on payments.

26. Lead tracking and generation

Create CRM database of leads (sponsors, exhibitors, donors, VIPs, media, etc.), establish deadlines and milestones, reach out to contacts, record interactions and track conversions.

27. Mailings

Set deadline for writing/design/printing of materials to be mailed, set budget for postage and assembly, select and contract with mail house for assembly and set mail drop dates.

28. Marketing

Determine best methods for reaching target audience, create marketing plan, set deliverable and launch dates for items, contract with writers/developers/designers and set up review process.

29. Name badging

Develop list for name badges, purchase name badge stock/holders/lanyards, print badges, assemble badges and set up at event.

30. Parking

Identify parking providers near venue, acquire quotes, negotiate with and select vendors, communicate with attendees, create parking directional signage and confirm with providers prior to event.

31. Permits and licenses

Determine what permits (if any) are required, research permitting process and fees, apply for permits/licenses and communicate with relevant parties that require permits.

32. Photography/videography

Assess photography and/or videography needs, research providers and view portfolios, negotiate with and select providers, set objectives/guidelines and set up at event.

33. Printing

Set date for completion of writing/design/production, attend press checks, ship/distribute printed pieces to appropriate locations/vendors and set up at event.

34. Project management

Determine event project management needs, identify and select managers, procure event project management software tools and set up assignments and milestones.

35. Public relations

Identify appropriate media outlets and members and create list, build media outreach timelines, draft/send out press releases and follow up with media members.

36. Rain plan

Brainstorm on backup measures/sites in case of rain, arrange with appropriate vendors and confirm with them the week prior to event.

37. Registration and ticketing

Determine ticket offerings/pricing/packages/discounts, select event registration service, build event registration website and webform, set timeline for registrations, set registration launch date, monitor registrations and email updates/reminders to registrants.

38. Rentals

Identify rental needs (equipment, tables, chairs, linens, etc.), research providers, obtain quotes, negotiate with and select suppliers, follow up with suppliers prior to event and monitor set up at event.

39. Seating charts and floor plans

Assess what areas require seating charts and setup diagrams (assigned seating, banquet dining, auditorium layout, etc.), contract with designer or acquire event floor plan software, configure layouts, distribute to staff/vendors/etc. and print out prior to event.

40. Security

Establish security requirements (perimeter, crowd control, fire/EMT, etc.), research/interview/hire providers (if necessary), create safety plan and conduct walkthrough at event with security staff.

Determine all items that require setup (check-in/registration desk, rentals, exhibits, A/V, rentals, etc.), add setup times to day-of agenda / run sheet, distribute to staff and vendors and monitor set up of all items at event.

42. Shipping and drayage

Identify items that require shipping or delivery (printed materials, rentals, booths, etc.), research and retain shipping providers, schedule ship dates, package and prepare for shipment, arrange for on-site drayage at venue and monitor on site.

43. Social media

Set up appropriate social media accounts (Facebook, Twitter, Yelp, LinkedIn, etc.), create event hashtags, assign and invite staff in charge and create posting schedule with topics.

44. Speakers and presenters

Assess speaker/presenter needs, develop theme/topic needs, develop speaker/presenter list, contact/negotiate/select speakers, draft scripts, review/finalize scripts, arrange for travel/lodging/honorariums, confirm with speakers prior to event and conduct dry run prior to event.

45. Sponsors

Identify sponsorship/revenue needs, create sponsorship packages, build prospective sponsor list, reach out to sponsors, send proposals, invoice and collect payments and offer white-glove service at event.

46. Staff management

Identify staffing needs, create roles/responsibilities (finance, marketing, sales, project management, content, on-site staffing, etc.), identify and assign staff members appropriately, set up staff oversight/management, make travel and lodging arrangements and conduct walkthrough with staff on site.

47. Teardown and cleaning

Determine staffing and cleaning needs, consult with venue on teardown/cleaning requirements, identify or hire appropriate staff and manage teardown.

48. Thank yous

Design and send out post-event thank-yous to staff, committees, vendors, sponsors, exhibitors and volunteers.

49. Transportation

Identify transportation needs (from airports and transportation hubs, on-site, etc.), research/interview/hire vendors, delineate transportation routes and assignments and monitor suppliers at event.

50. Travel and lodging management and bookings

Assess travel and lodging needs for staff and speakers, assess lodging needs for attendees, research lodging providers, obtain quotes, conduct walkthroughs, establish minimums, negotiate with and select lodging providers, monitor bookings and follow up prior to event.

51. Vendors/Suppliers

Identify external vendor/supplier needs, identify vendor management solutions/apps , create needs list, develop prospective suppliers list, create RFPs for suppliers, acquire quotes/proposals and conduct interviews/visits.

Assess venue requirements, research venue options, draw up and send out venue RFPs, receive proposals, schedule and conduct venue site visits, conduct negotiations, select venue, sign contract, work with venue point-of-contact and conduct final walkthrough prior to event.

Identify video needs (for marketing, day-of content, etc.), research production companies, draw up and send out RFP, receive proposals, select vendor, draft and approve scripts, shoot video, set deadline for post-production and completion, and prepare video for distribution/viewing.

Define VIP audience purpose and experience, create VIP list, invite and/or recruit VIPs, plan at-event VIP experience, communicate with updates and execute plan at event.

55. Volunteers

Define volunteer needs and roles/responsibilities, create volunteer list, reach out to and recruit volunteers, assign volunteers to roles, train volunteers, send updates/confirmations prior to event and conduct at-event walkthroughs.

56. Waste management and sustainability

Assess waste management needs, contract with appropriate vendors (if needed), coordinate with venue regarding waste management vendor and sustainability practices and oversee setup at event.

Additional Event Planning Checklist Items for Special Events

Your event management checklist may require additional items that are specific to the type of event you are planning, so here are some additional items and topics you may want to include in your event planning templates and checklists for these event types:

Conference Planning Checklist & Corporate Event Planning Checklist - country/region/city search, excursions, tracks/sessions, moderators, name badge scanning, academia participation, professional associations, membership management, event production, disaster/crisis management

Festival Planning Checklist - booth/tent setup, first aid, evacuation, special equipment (generators, etc.), accessibility, road assessment/closures, toilets/facilities, merchandising, event production, disaster/crisis management

Fundraiser Planning Checklist - host committee, fundraising, merchandising, crowdfunding, silent auction, promo items, in-kind sponsorships

Meeting Planning Checklist - attendee preparation requirements (advance research, reading, reports, etc.), participant roles, polling/voting, tent cards, meeting materials (binders, packets, etc.), excursions, tracks/sessions, academia participation, professional associations

Party Planning Checklist - save-the-dates/invitations, playlists, bar and beverage management, centerpieces, favors, menu management, glassware/dishware/silverware

Wedding Planning Checklist - save-the-dates/invitations, playlists, DJ/band, officiant, ceremony venue, reception venue, wedding party, wedding dress, attire rentals/fittings, honeymoon, floral, rehearsal, wedding cake

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G2 produces 2X more global events with Asana

Expanding events program.

Events program has grown 2X year over year

Reduced planning time

Cut down event planning time by 80%

40+ hours saved per quarter on event check-in meetings

G2 is a B2B software and services review platform that millions of buyers and vendors rely on around the world. Events are a key channel the marketing team uses to engage these two audiences. Led by Adam Goyette, Vice President of Demand Generation, the events team produces 150+ events every year, from paid review booths for their clients to major conference sponsorships and demand generation dinners to build pipeline for their sales team.

To ensure all of these events go off without a hitch, Adam has a team of four full-time employees, 30+ contractors, and countless cross-functional partners to coordinate logistics, creative production, sales materials, and promotion. To support G2’s growing event needs, Adam knew he had to put processes and tools in place that would allow the team to scale.

As he looked to scale the team, Adam faced some common operational challenges:

Event plans were scattered across spreadsheets, emails, and meeting notes so there was no way to organize and track everything in one place or hold people accountable for tasks and deadlines.

Past event plans and vendor information were siloed in separate tools, making knowledge sharing a struggle when onboarding new teammates.

Event plans and processes weren’t standardized, so the team had to plan from scratch every time, resulting in missed steps and no way to continually optimize their processes.

The team struggled to delegate and assign work to others because they were used to managing every detail themselves. And since processes weren’t documented, it was difficult for cross-functional partners to jump into projects when needed.

Adam realized they needed to develop standard event processes to scale the program successfully. Additionally, their event plans needed to be accessible by everyone so they could coordinate with contractors, cross-functional partners, and vendors.

We’ve created templates for events we do often, which cuts down our planning time by 80%. Now the time we do spend on each event is used to customize it and improve it. ”

Centralizing event work and processes in one view

While the G2 marketing team had tried other work management tools in the past, none of them stuck. Then Ryan Bonnici joined the company as its Chief Marketing Officer and introduced the team to Asana, which he’d used with his teams at previous companies. Compared to other tools, Adam found Asana to be the most intuitive, flexible, and powerful solution for managing different event workflows and collaborating with cross-functional teammates.

As our team expanded, we needed a tool that allowed us to coordinate complex events and provide visibility into how plans were progressing without having to rely on email and meetings. Asana has made it easy to track every task and deadline in one place, which saves us 40+ hours a quarter in meetings. ”

To ensure adoption, the marketing team developed conventions and best practices to create event management processes at G2—all of which are standardized. The team then began planning, assigning, and tracking event work only in Asana. With a centralized system of record, work is no longer scattered across email, spreadsheets, and meetings notes. This ensures that event plans are trackable and accessible to the entire team for easier knowledge sharing and collaboration. Adam also invited contractors into Asana and then to relevant events they were supporting so they could coordinate logistics with the internal team in one place.

Successfully scaling the event program with Asana

Adam’s team has now centralized all of their event plans—vendor contracts, day-of checklists, creative production, and more—in Asana so everyone has visibility, and they’ve also created project templates with detailed workback schedules to reduce planning time. Additionally, the team has integrated Asana with Slack so they can turn messages into tasks—or take action on tasks right from Slack—when they’re on site at events. This helps them keep everything connected and allows them to work seamlessly, whether they’re in the office or on site.

Now that we’re managing events in Asana, we’ve been able to double the number of events we host, which has helped us generate more customer reviews for our vendors and create new sales pipeline for the company. ”

By centralizing and standardizing their event plans in Asana, the team has been able to scale successfully, reduce their planning time by 80%, and produce twice as many events across three continents to generate software reviews, drive sales pipeline, and hit revenue targets. They continue to optimize their event processes based on new learnings, and with ambitious plans to accelerate their growth, they’re ready to manage even more events with the help of Asana.

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