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

event management project assignment

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.

Need help organizing and managing recurring events at your company? Discover the ultimate event planning template used by some of the most successful brands in the world.

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Event Management: A Quick Guide

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Having an event is a like executing a project. It has a plan that’s executed by a team with a deadline with the final deliverable being the event. Just like a project, event management is the way you make sure everything seamlessly comes together for your stakeholders.

Event management can be anything from a birthday party for your kid to a business convention and everything in between. You can do it in person, virtually or a hybrid of both. However you chose to stage your event, event management will help make it succeed.

What Is Event Management?

Event management is the process of creating an event. It involves every aspect of the event, from the idea to the planning, execution and maintenance of the event. It can even continue after the event has been done if there’s any post-event strategizing involved.

Event management starts with an event manager, a topic we’ll explore in a bit. They initiate the plan, deciding on essentials such as when and where the event will take place. They’ll also develop a theme, if appropriate, and oversee the event to make sure it runs as planned.

The event plan can involve a variety of disciplines such as sourcing designing, regulation checks and on-site management, as well as more details. Everything will be outlined in the plan. It should be thorough and coordinate activities in order for everything to happen correctly.

You could use a spreadsheet to organize your event management but project management software makes the job much easier. ProjectManager is online software that can be easily shared. It’s a great collaborative platform to connect everyone involved from the event planner to vendors. Our online Gantt chart helps you organize tasks, link dependent ones to avoid delays and even sets a baseline. That means you can track planned versus actual effort in real time. Get started with ProjectManager today for free.

ProjectManager's Gantt chart

Event Management vs. Event Planning

Before we dive deeper, it’s important to understand that, while similar, event management and event planning aren’t the same. The general difference is that event planners are the ones with the vision for the event. They also work on the preliminary plans.

Event managers, on the other hand, are the ones who oversee the execution. They add details to the plan and make sure it’s being done correctly.

As you can see, there’s overlap. The event manager and an event planner will often work hand-in-glove or sometimes one person will fill both roles depending on the size and type of event being planned.

For example, the event manager is the one who usually makes the reservations, coordinates with vendors, hires and manages the staff and is on-site during the event. The event planner chooses the theme and concept, selects the venue, plans the menu and arranges for any entertainment or speakers.

Types of Events

As we mentioned, event management can be applied to any event. You have to plan for a child’s birthday party or contend with a potential meltdown. The stakes are just as high for professional events.

People who attend events don’t think about the planning and effort that’s gone into creating a great experience. They do, however, voice their objections when something goes wrong. You don’t want that.

Let’s take a moment to define the various professional events because these can have a financial impact on your business, whether you’re producing the event or running it. A positive experience builds brands, helps with networking and can drive sales. A bad one may result in lost customers and a tarnished brand reputation.

1. Corporate Events

A corporate event is done by a company or organization and is put on for the employees or the customers. There can also be trade events that incorporate many companies, employees and customers. Corporate events run the gamut from formal to informal and can be designed for team building, conferences, recruiting, product launches, etc.

2. Private Events

A private event could mean a birthday party or an event for adults. In terms of professional events, a private one could be corporate, too. The difference between this and the corporate event is that only those who are invited to the private event can attend, unlike a public event, such as a class or workshop, which is open to anyone.

3. In-Person

An in-person event takes place in a physical space and the people who attend are there physically. Most events throughout history have been in-person, but, of course, with the advent of the internet and the development of streaming, there are now more options, as we’ll discuss below.

Virtual events are becoming more popular as technology makes these events seamless for participants. They can also help avoid expensive travel, hotel and food costs. In terms of event management , the process is basically the same. Most people, though, prefer in-person, especially when doing business. There are hybrid models available, too, which gives everyone the option as to whether they attend in person or online.

Related: Free Event Plan Template for Excel

Event Management Roles

Just as in any project, event management is made up of different people and skill sets to ensure the event goes off without a hitch. We talked briefly about an event manager, but that’s such an important role it deserves more detail.

In addition to the event manager, we’ll look at how an event director fits into the overall event management structure. We’ll look at roles and responsibilities for both and describe some of the skills that each needs in order to succeed at their job.

Event Manager

An event manager does the heavy lifting in event management. As the name says, they’re the people who manage the event. This means they execute the plan and manage the event as it happens to make sure everything is going as expected. As we explained, the event manager and the event planner can be slightly different or share responsibilities. We decided to look at the role of an event manager that would bridge both of those positions.

Role & Responsibilities

Event managers help brainstorm the event concept and implement the event plan. In that capacity, they deal with the budgeting of the event and all related invoicing. That means they also work with vendors and negotiate contracts and sponsorship deals. They handle logistics, keep stakeholders updated, pull needed permits and deal with any post-event reporting.

An event manager should have a degree in either public relations, communications or hospitality, though project management could also prove useful (and PM experience a must). They need superior communication and marketing skills. An event manager should be a strong leader , organized and able to multitask. Having time management skills and understanding risk management is important as well as knowing how to use a variety of software. Interpersonal skills and conflict resolution are also a plus.

Event Director

An event director is responsible for planning and executing an event, but at a higher level than the event manager, who deals more with day-to-day operations. While the event manager can be involved in the brainstorming and planning, the event director has the final say. They can work for individuals to corporations, nonprofits and government agencies.

The event director is responsible for making sure that the event staff is trained and understands their responsibilities. They’ll communicate with the event team throughout the planning process to deliver a successful event. That includes making sure that vendors, caterers and other service providers have been hired and are appropriately scheduled. They oversee marketing initiatives and any event promotions to make sure they target the right audience.

An event director should a degree in hospitality, event management or a related field, such as project management. Classes in hospitality management, event planning, business management, marketing and sales are also helpful. Certifications are good to show they’re knowledgeable and qualified. Beyond that, they need to show leadership , have clear communication skills, be well-organized and understand marketing and budgeting.

ProjectManager Helps With Event Management

ProjectManager is online project management software that has the features you need to help you manage your event. As we mentioned, the Gantt chart can organize your activities, whether it’s a small or big event. But the Gantt chart is only one of our multi-project views.

Plan your Events on Online Calendars

Even if you organize your event on the Gantt, all you have to do is toggle to the calendar view to see your activities in a calendar format. That means you can see start dates and end dates for your work at a glance. Onboard your team and share the plan. They can use the list view or kanban boards if they prefer. Share view-only passes with vendors and they get transparency without being able to change anything important.

Keep Track of Work Hours with Timesheets

Once your team is onboarded, you can set up their availability with our resource management features. This makes it easy to see when they have PTO or holidays when assigning tasks. You can then use our secure timesheets to streamline pay and track the amount of time they’re taking to complete their work in real time. This way, if they’re falling behind, you can reallocate resources and get back on track quickly.

Timesheet view in ProjectManager

Real-time data not only helps you make better decisions but also allows your team to collaborate and work better together. They can share files, comment and tag others who aren’t assigned to the task so they can help if needed. Add to that our real-time dashboard that gives you a high-level view of the project and customizable reports that go deeper into the data and help with post-event reporting and you have a powerful ally in event management.

ProjectManager is award-winning project management software that helps you plan, schedule and track your work in real time. Our collaborative platform connects teams, vendors and stakeholders so they can all stay updated with one source of truth. Get started with ProjectManager today for free.

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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.

Planning Pod To-Do's

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

event management project assignment

  • Cross-team planning |
  • Event planning

Event planning template

Never lose sight of crucial event planning details. Track all your event information in one place, from your budget and vendor information to upcoming tasks and day-of to-dos.

Sign up to use this template.

INTEGRATED FEATURES

Recommended apps.

There are so many moving pieces to keep track of when you’re planning an event. Between planning the budget, negotiating with vendors, and coordinating tasks in the run-up to the big day, there’s a lot to do before the event happens. 

To keep your event planning process running smoothly, you need to organize all your event tasks and details in one easily accessible place. Asana’s event planning template lets you view your event planning timeline at a high-level and collaborate easily, so you can plan with purpose.

[Product UI] Event management project example (Timeline)

What is an event planning template?

What are the benefits of using asana’s event planning template.

Our free event planning template lets you manage all the details for your event in one accessible place, providing clarity in a way that static spreadsheets can’t. From tracking your budget and communicating with vendors to keeping your event on schedule, using our template ensures your event will run smoothly. 

While it’s possible to keep track of an event to do list in a printable event planning worksheet, using a digital project management tool makes it easy to track, share, and update your event plan as priorities and deadlines evolve. Plus, you can duplicate the template for each event instead of creating a new project. This reduces unnecessary upfront work and ensures your team follows the same steps when planning similar events.

Other benefits of our event planning template include:

Budget for your event before the event starts.

Visualize your event plan in a timeline .

Create an actionable event planning checklist to track event tasks for smoother planning.

Easily see which tasks depend on others and remove blockers before they cause scheduling issues.

Share status updates and event progress right from the project.

Use milestones to track planning progress. 

Proactively manage vendor lists and guest relations.

Use Asana’s integrated apps , such as Outlook, Gmail, and Slack, to turn messages into actionable tasks and track important documents.

Manage day-of tasks and event plans in real-time—from anywhere—with the mobile app .

What event details can you manage with Asana’s event planning template?

Our event planning template is pre-populated with sections and custom fields you can use to manage important event information. You can also build out your own custom tags to keep track of event details, including:

The event timeline

The event budget

Vendor contracts, contact information, other important documents

The guest list

Necessary logistical details, like when tasks should be completed and what teams are responsible for them   

Your critical day-of tasks and schedule

Any post-event evaluations, event goals, or performance reporting

Types of event planning templates

No matter what type of event you’re planning, a template can help. Here are a few templates you can use to kick off your next event:

Event marketing plan template : Map out your event marketing efforts. Keep track of all your plans to market and promote events, from marketing campaigns and party planning to non-profit fundraising.

Event timeline template : Give your event team visibility into every step—and potential roadblocks—leading up to the big day with a gantt-chart style template that lays out your event timeline from start to finish.

Event budget template: Keep track of all your event expenses, from venue costs to equipment rentals and food and beverage expenses.

How to use Asana’s event planning template

Once you’ve downloaded our event planning template, using it is easy. Simply make a copy of the template and customize it to align with your upcoming event. 

Follow these steps to get started:

Start with our event planning template and customize it to meet the specific needs of your next event. Give the project a unique name that aligns with your event, and fill out the project description with an accurate overview of the event and the event’s purpose.

Organize your event tasks within the sections that correspond to the event’s timeline.Our template comes pre-populated with sections you can flesh out or amend to align with your event schedule. 

Add tasks and due dates within each section to map out what your team needs to do as the event approaches. Use milestones to track major progress points and assign dependencies to indicate what tasks need to be completed before others can start. 

Loop in internal team members and external stakeholders for visibility and accountability. Assign tasks to team members and invite external event contacts, such as vendors or contractors, to collaborate. Vendor not in Asana? No problem—use our app integrations, like Gmail and Outlook , to turn messages and emails into actionable tasks. 

Use our Timeline View to see your event schedule at a high level. Keep an eye on the planning progress to ensure the event schedule is on track, easily rearrange due dates as priorities shift, and spot scheduling conflicts before they arise.

Share progress in the template with status updates to keep your team on the same page and break down communication silos. 

Keep the big day running smoothly by managing your day-of schedule right in Asana and through the Asana mobile app .

Integrations and apps to use with Asana’s event planning template

Asana’s integrated features and apps help teams coordinate and communicate about the upcoming event and keep track of important documents and information, all without leaving Asana. 

Integrated features

Timeline View . Timeline View is a Gantt-style project view that displays all of your tasks in a horizontal bar chart. Not only can you see each task’s start and end date, but you can also see dependencies between tasks. With Timeline View, you can easily track how the pieces of your plan fit together. Plus, when you can see all of your work in one place, it’s easy to identify and address dependency conflicts before they start, so you can hit all of your goals on schedule. 

Milestones . Milestones represent important project checkpoints. By setting milestones throughout your project, you can let your team members and project stakeholders know how you’re pacing towards your goal. Use milestones as a chance to celebrate the little wins on the path towards the big project goal. 

Dependencies . Mark a task as waiting on another task with task dependencies. Know when your work is blocking someone else’s work, so you can prioritize accordingly. Teams with collaborative workflows can easily see what tasks they’re waiting on from others, and know when to get started on their portion of work. When the first task is completed, the assignee will be notified that they can get started on their dependent task. Or, if the task your work is dependent on is rescheduled, Asana will notify you—letting you know if you need to adjust your dependent due date as well. 

Project status updates . Say goodbye to sorting between multiple tools to find project status information or sitting through another meeting that could have been an email. Project status updates in Asana aren’t just easier to use—they’re also directly connected to the work your team does. This makes it easy for team members to access additional project information, like your project plan, communication plan, project goals, milestones, deliverables, and more. Ultimately, project status reports reduce your manual work, centralize information, and keep everyone up to date. 

Gmail . With the Asana for Gmail integration, you can create Asana tasks directly from your Gmail inbox. Any tasks you create from Gmail will automatically include the context from your email, so you never miss a beat. Need to refer to an Asana task while composing an email? Instead of opening Asana, use the Asana for Gmail add-on to simply search for that task directly from your Gmail inbox. 

Slack . Turn ideas, work requests, and action items from Slack into trackable tasks and comments in Asana. Go from quick questions and action items to tasks with assignees and due dates. Easily capture work so requests and to-dos don’t get lost in Slack. 

Microsoft Teams . With the Microsoft Teams + Asana integration, you can search for and share the information you need without leaving Teams. Easily connect your Teams conversations to actionable items in Asana. Plus, create, assign, and view tasks during a Teams Meeting without needing to switch to your browser.

Outlook . As action items come in via email, like reviewing work from your agency or a request for design assets from a partner, you can now create tasks for them in Asana right from Outlook. You can then assign the new task to yourself or a teammate, set a due date, and add it to a project so it’s connected to other relevant work. 

An event planning template is a reusable framework that details the steps your team needs to take to plan and execute a successful event. Asana’s free event planning template comes pre-populated with sections and custom fields that help you manage important event details. Plus, our event template is duplicatable, so you can be sure you’re following the same planning steps for similar events. 

How do I use an event planning template to plan an event?

Your event planning template should cover the big-picture planning information and in-depth logistical details. Make sure to create your event planning template before you kick off your planning process, so you can confirm all the dates and deadlines. Use the template to align with your team on a budget and create a timeline of event tasks. Then, track who’s doing what by when, so everything gets done on time. 

What should I include in my event planning template?

You can use Asana’s event planning template to track all the important planning details, including your event’s budget and timeline, the guest list, and any critical logistical details. By using Asana’s pre-populated sections, you can track your event tasks from the months leading up to the event through the day of the event. You can also use the template to keep track of any event success and performance metrics. 

What types of events can you manage with an event planning template?

Businesses can use our event planning template to plan and manage all types of small and large events, including conferences, seminars, webinars, virtual events, trade shows, product launch events, and more.  

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Templates are the first step. But with all Asana features, you can deliver your best events yet.

See how Cvent can solve your biggest event challenges. Watch a 30-minute demo .

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

Hybrid Events

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?

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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.

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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.

Cvent Events

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 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

Get Started Free

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.

event management project assignment

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.

Plan Events Seamlessly

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.

event management project assignment

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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10 Best Project Management Software for Events in 2024

Sarah Burner

ClickUp Contributor

February 13, 2024

Oh no, there are not enough food options for the guests! More guests have arrived than RSVP’d. So now there’s not enough space for all the attendees at the venue! On top of that, we’re understaffed. 🤦

As an event planner, these hiccups must be a part of your routine. 

Understandably, between planning and executing the event, staying on top of everything tends to become overwhelming. 

What if we told you there’s an easier way to ensure everything runs smoothly without surprises? A project management software for events does all the heavy lifting for you. 🏋️

Whether it’s managing event schedules, coordinating with multiple teams and vendors, or managing budgets and everything in between. 

Whether you’re an employee planning an event as part of your job or an event manager, we’ll help you understand what to look for in an event management software, the options available, and, more importantly, the best event planning software that fits your requirements. 

What is an Event Management Software?

What to look for in an event planning software , 1. clickup , 3. monday.com, 5. basecamp.

An event project management software allows event organizers to plan, execute, and manage all events in one place. They can range from conferences, trade shows, parties, sporting events and more. 

You’ll find most event management software fall into two categories: 

  • End-to-end project management platform for event planning teams 
  • A platform that handles individual elements of the planning checklist (for example, registration, organizing the event, budgeting, and post-event analytics) 

The software you choose depends on your requirements. Especially after the pandemic, technology has become customized to different events. For example, some software is better for hosting virtual events, whereas others have a broader range of features for physical and hybrid events. 

Say for your multi-day conference on “The future of retail in 2024,” multiple events are happening simultaneously—physical and online. In this case, you’re better off with an end-to-end event management system. 

Here are some features you should evaluate for seamless event planning in an event management platform. 🧐

So, what to look for in an event management tool? Let’s simplify your choices. 

  • Custom event ticketing and registration with waitlist, group registration, and early bird tickets
  • Integrated payment processing so that attendees can buy tickets online through your website
  • Mobile access for event planners and teams that are on the go 
  • Automated expense tracking so that you can stay on top of your budget
  • Reputation: Ask your event planner friends about their tools and check reviews on Google, the app store, and third-party sites. 
  • Security : It is critical to maintain the privacy of attendee data. Look for tools compliant with your country’s regulations, such as GDPR. 
  • Robustness : Is the management software for event organizers stable even with heavy usage? 
  • Customizable features : Every event is unique, so ensure your event planning tool caters to your needs. For example, does the tool give a calendar view for upcoming deadlines or different views to see upcoming tasks? 
  • Support and updates: Your project management tool should offer reliable customer support and is regularly updated. 
  • Collaboration: The tool should be able to integrate with other systems you may use for the event. For example, if the vendor updates the budget on another tool, it should reflect in your tool. Or if the speaker updates notes in Google Docs, there should be a Google Apps integration so that changes are always in sync.
  • Templates : Does the event planning software provide starting points for various events with templates instead of you having to create everything from scratch?

10 Best Event Management Software to Use in 2024

ClickUp’s free project management tool caters to events of any size and allows you to manage all your event planning, right from ideation to the day of execution. 

ClickUp’s platform is event-agnostic—meaning you can customize the platform’s power for an event of any size. Whether it’s a surprise dinner for your loved one or a wedding with a thousand attendees—the platform scales up and down based on your preference.

You can create detailed plans for each event stage, organize key details in one place, and track goals for a successful event with ClickUp’s event strategic plan template .

ClickUp best features 

  • Add custom statuses (like open, in progress, and complete), categorize and add attributes (budget, budget remaining, budget spent, and payment status), and visualize all information in one place
  • Whether you’re organizing a work event, business conference, or wedding, seating chart templates allow you to plan and design a seating plan of where everyone would be seated to avoid overcrowding
  • If you are hosting a major conference, the planning would include booking hotels and car rents, planning flights and travel schedules, and transportation and accommodation while ensuring all this fits your budget. Itinerary templates document your event’s details and are ready-to-use templates that can be used for every type of event
  • One of the AI-powered assistants for event planners, ClickUp AI sorts out even the most challenging parts of the event planning process, including writing event plans, creating content, and brainstorming corporate event ideas
  • Over 100+ automations streamline your event planning workflows and automate repetitive tasks so that you can focus on critical aspects of the planning process
  • Create trackable goals, monitor them, measure the targets, and automate progress tracking with ClickUp goals

ClickUp limitations 

  • Initial learning curve 
  • ClickUp AI is available only for paid users 

ClickUp pricing

  • Free Forever
  • Unlimited : $7/month per user
  • Business : $12/month per user
  • Enterprise : Custom pricing 

ClickUp AI is available on all paid plans for $5 per Workspace.

ClickUp ratings and reviews

  • G2: 4.7/5 (8900+ reviews)
  • Capterra: 4.7/5 (3800+ reviews)

Asana Project management software dashboard

Whether in a big organization or a small event planning team, Asana’s project management tool lets you keep track of every detail related to your event in one place. 🗓️

Asana allows users to brainstorm event ideas, assign tasks to stakeholders like venue coordinators, program coordinators, marketing coordinators, and the merchandising team, customize project management templates , and track event milestones. 

Asana best features

  • Organize your work into Kanban boards for meetings with vendors, display tasks in a vertical to-do list format, and view timelines in Gantt chart formats
  • Different groups can work together on projects and tasks using Asana Workspaces 
  • Add custom fields to specify the stage, priority, and cost related to the event workflow 

Asana limitations

  • It’s an effort to link hierarchical tasks, projects, and their dependencies 
  • Asana, lacks embedded spreadsheets, which means they cannot be viewed or modified directly from Asana 

Asana pricing

  • Basic : Free forever
  • Premium : $10.99 per user per month
  • Business : $24.99 per user per month

Asana ratings and reviews

  • G2 : 4.3/5 (9400+ reviews)
  • Capterra : 4.5/5 (12,100+ reviews)

monday platform example

Event planners use Monday to plan large-scale conferences and online and hybrid events along with other types of events such as kids’ parties and private events. 

The software focuses on centralized workflows for event registration, cross-team collaboration, managing event marketing, and real-time monitoring as the event unfolds. 💫

Monday.com best features: 

  • Project timeline templates allow event teams to include task-specific details, such as the number of resources available for an event, along with estimated timelines for each task 
  • Collect event data for insights into timelines, workload, and progress status and view them over dashboards 
  • High-level boards showcase all events on a centralized platform, which can be further divided into groups such as event categories 

Monday.com limitations

  • Dashboards are not available for free users 
  • Calendar integration could be better to enable forecasting

Monday.com pricing

  • Free : Free Forever
  • Basic : $8 per seat per month
  • Standard : $10 per seat per month
  • Pro : $19 per seat per month

Monday.com ratings and reviews

  • G2 : 4.7/5 (8600+ reviews)
  • Capterra : 4.6/5 (4200+ reviews)

example of a Trello board for project management

Trello is a simpler tool than other project management software for events. 

Originally a team collaboration tool, many teams use Trello for event planning tasks and event project management . 

For example, if you are planning a kid’s birthday party, Trello boards help manage workflows, share ideas, set deadlines, assign projects, and monitor progress. It makes it a fun experience.

Trello best features

  • Trello workspace has task cards where you can add attachments, documents, images, and other data to collaborate with other teams and external vendors 
  • No-code automation for workflows makes it easy to use even for non-technical folks
  • Trello’s Butler allows you to create commands to automate event management tasks such as managing deadlines 

Trello limitations

  • Trello does not offer real-time chat 
  • Considering it lacks features such as embedded email, the ability to assign comments, and 24/7 support, it is not suitable for large-scale events 

Trello pricing

  • Standard : $5 per user per month
  • Premium : $10 per user per month
  • Enterprise : $17.50 per user per month

Trello ratings and reviews

  • G2 : 4.4/5 (13390+ reviews)
  • Capterra : 4.6/5 (22800+ reviews)

basecamp product example

Let’s assume you’re planning a virtual conference with multi-day summits. It would help if you had a project management tool like Basecamp to collect data such as attendee engagement rates, registration numbers, and attendance rates.

Basecamp’s task management software allows multiple teams to collaborate, such as event planners, event marketers, C-suite executives, and vendors. 

Basecamp’s Gantt chart integration makes it a great event planning software. Users can simply drag and drop their to-dos here, and managers can view what each team member is working on. 

At this stage, you can assess if you’ll need more staff as the event nears. 

Basecamp best features 

  • One-page dashboard for all projects, assignments, and schedule
  • Built-in real-time group chat for communication with different teams 
  • Organized Workspace to store docs and files

Basecamp limitations

  • No free plans unless you’re a student 
  • Basecamp does not have in-app video recording 

Basecamp pricing

  • Personal : $15 per month 
  • Business : $299 per month

Basecamp ratings and reviews

  • G2 : 4.1/5 (5200+ reviews)
  • Capterra : 4.6/5 (14200+ reviews)

Wrike Home example

If you are planning to organize online events such as webinars that are on a smaller scale, we would recommend Wrike’s project management software. 

It has event planning templates to manage due dates, organize shared calendars, track progress on visual boards, and monitor the budget. 

Wrike best features 

  • Prebuilt templates streamline planning for recurring events 
  • Kanban boards with custom dashboards, interactive Gantt charts, and dynamic calendar views 
  • Customized workflows to monitor progress in real-time 

Wrike limitations

  • Learning curve for first-time users 
  • Gantt chart view is available only to paid users 

Wrike pricing 

  • Team : $9.80 per user per month
  • Business : $24.80 per user per month
  • Pinnacle : Custom pricing

Wrike ratings and reviews

  • G2 : 4.2/5 (3400+ reviews)
  • Capterra : 4.3/5 (2400+ reviews)

Notion Dashboard

If you’re looking to throw a surprise birthday party for your partner, Notion’s project management platform can help you stay organized. You can create project outlines with in-built templates, record notes, and centralize costs and activities into a single hub. 

Notion best features

  • Notion AI is a creative writing partner to brainstorm ideas and create event content
  • Customizable templates to organize your planning process 

Notion limitations

  • Some users say it lacks a built-in reporting tool

Notion pricing

  • Plus : $8 per user per month
  • Business : $15 per user per month
  • Enterprise : Custom pricing

Notion ratings and reviews

  • G2 : 4.7/5 (4800+ reviews)
  • Capterra : 4.7/5 (1800+ reviews)

Cvent Event Management CRM example

If you are organizing a trade show, Cvent’s event technology allows you to create a memorable experience for your attendees. 

The event management platform reduces pre-event administrative tasks so that you can capture, qualify, and follow up with leads.

Cvent best features 

  • Simplifies the event venue sourcing process with venue management 
  • Exhibitor management streamlines exhibitor tasks and communications to reduce the back-and-forth coordination 
  • The webinar platform lets you create engaging webinars for virtual events 

Cvent limitations

  • The platform is expensive compared to other tools on this list
  • The features can be overwhelming for non-tech-savvy and first-time users 

Cvent pricing

  • Custom pricing

Cvent ratings and reviews

  • G2 : 4.3/5 (1700+ reviews)
  • Capterra : 4.4/5 (900+ reviews)

Whova event management software

Rather than using different software to manage ticketing, attendee communication, and handle logistics, Whova event planning software serves as an end-to-end solution for event organizers. 

Whova’s unified hybrid event platform and venue management software have digital booths for events such as career fairs, expos, and trade shows. 

Whova best features

  • Create mobile-ready vent brochures with your company’s branding 
  • Send push notifications with targeted announcements 
  • Manage attendee and event ticketing from the same platform 

Whova limitations

  • Limited integrations with third-party platforms 

Whova pricing 

Whova ratings and reviews .

  • G2 : 4.8/5 (1200+ reviews)
  • Capterra : 4.8/5 (1700+ reviews)

Scoro Dashboard

Create project budgets , allocate non-billable and billable work, and manage meetings, tasks, and invoices on Scoro’s event management tools.

Scoro’s Planner gives you an overview of individual workloads, available slots, potential overbookings, and deadlines. 

Track billable and actual hours worked on each project or client and transfer them to invoices with custom rates in multiple currencies. You can also automatically send out late invoice reminders for unpaid balances and streamline payment management.

Scoro best features 

  • Extensive reporting capabilities to analyze and measure the performance of the event 
  • Create proposals and estimate delivery costs with pre-built templates 
  • Resource planning ensures tasks are assigned based on the capacity of event planners 

Scoro limitations

  • No free plan
  • Some users report a lack of responsiveness from customer support

Scoro pricing 

  • Essential : $26 per user per month
  • Standard : $37 per user per month
  • Pro : $63 per user per month
  • Ultimate : Custom pricing

Scoro ratings and reviews 

  • G2 : 4.5/5 (380+ reviews)
  • Capterra : 3.7/5 (1700+ reviews)

Get Planning With Complex and Customizable Event Software

With an event project management tool, you can rest assured that your events are memorable for the attendees and everything goes as planned. 🎭

Core features such as event planning templates, ClickUp AI, integrations, goals, and project task management allow you to launch successful events that your attendees will remember for a long time. 🏆

If you’re on your way to organizing your next event, try ClickUp for free . 

Questions? Comments? Visit our Help Center for support.

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event-management-system

Here are 56 public repositories matching this topic..., classiebit / eventmie.

Run your own Events business with Eventmie. Use it as an event ticket selling website or event management platform on your own domain.

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HxnDev / Event-Management-System

This is a fully functional Event Management System using JavaFx and MySQL. It is a one stop event booking service for clients where they can book their event with everything at one place. This app currently has Catering, Locations, Decor Vendors alongwith different Studios all at one place, You do not need to contact different people for differe…

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classiebit / eventmie-pro-docs

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InVITe event management system simplifies event organization, registration management, and ticket booking for organizers and attendees. Create and customize events, track attendees, and monitor check-in and check-out times easily and more.

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Source code for the web admin platform for an events management app.

cyscomvit / owaspvit.org

owaspvit.org is the official Open Source initiative by the OWASP Student Chapter at VIT Chennai. It comprises two modules: A web application and a discord bot. These modules provide a wide range of functionalities for managing the chapter members.

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amberkakkar01 / Event-Scheduler

A event scheduler is a timetable for an event , program to held along with its details. In turn, event schedule management is the process of developing, maintaining, and communicating event schedules for time and resource planning.

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Program for adding, removing, editing and visualising events related to history

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codershona / project_event_management_system

Socialize Application is an open source event management system.

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lukefire5156 / EVENT-PROMOTER-APP

This app is created for promoting and advertising the events organised by clubs and chapters in colleges.

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bhargavprajapati949 / EventManagementSystem

System to manage large-scale college fest. With functionalities like registration, payment, attendance, winner, certificate distribution

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svaibhav07codez / Event_Management_System

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AAdewunmi / Event-Management-System-Java

"Evently" is an Event Management System. It is a web application for registering events. Tech stack: HTML/CSS/JS, Java 11, Java JSP / Servlet, JDBC, MySQL.

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akaldhafer / EvenTo_app_firebase_Java

EvenTo is an event management mobile application that allows both sides of users to manage the events. The app is designed for the admin side (can be the organization that owns the system) and the customer user as well. The app is designed with many features to achieve good GUI and functionality. Furthermore, the app was designed using Java lang…

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Brightness999 / event-management

  • Updated Jan 20, 2022

CodeSeoul / event_member_management

This service helps meetup groups manage events and members on multiple event platforms.

  • Updated Jun 30, 2023

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ASSIGNMENT SUBJECT: Fundamentals of event management/ EM301

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The completion of any project requires innumerable amount of help or guidance from a number of respective people. To widen the perspective of anything ,it is extremely important to work under the right guidance. I am extremely thankful to each and every person I encountered and learnt through them how to work in real world and helped me to complete this report. I feel immense gratitude for my college department mentor, my friends and lastly my parents who timely motivated and guided me throughout the overall tenure of my internship to learn daily and face every new challenges during an assessment. It was a great opportunity to learn and do research on event management. It undoubtedly had polished my knowledge on the field of event.

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Project management project business case lg ..., events and entertainment planning and project management lg ..., introduction to events lg ..., project charter for music festival at mytown annual show 2019 lg ..., organizing a successful music festival in victoria, london lg ....

  • Using Project Execution Management

Gantt Chart

Use the interactive Gantt Chart to create new assignments and events, adjust and view assignment schedules at a daily hour granularity, and approve, reject, or cancel adjustment requests.

You can also review and manage multiple resource schedules across projects. As a resource manager, you can see all the resource assignments and events and can adjust them to immediately see the impact in the resources' schedules using the interactive Gantt chart.

Open this interactive chart from the Manage Resource Schedule page from the Tasks drawer. If pool security is enabled, you can search for all the resources that you are a pool owner for or create your custom search. This page helps you to view and edit details about resource assignments, change resource schedule, and edit or delete any resource event.

  • Drag and drop scheduled assignments and events to extend, shorten or reschedule.
  • Identify and fix the gaps where a resource is not assigned to project work and maximize resource utilization.
  • View and track resource assignment nominations to identify potential upcoming assignments.
  • Approve, reject, or cancel assignment adjustments.

For example, there is an urgent need to assign a technical consultant for a week. The resource manager can view all their technical consultants' schedules in the Gantt chart to see if any have availability for that time. The resource manager sees that there is one resource who scheduled an internal self-led training event during that time. The resource manager knows this training can be rescheduled for any time. The resource manager drags the training to another open week the person is available and creates the new project assignment in its place, directly in the Gantt chart.

  • You can’t edit resource schedules in Nominated or Pending Approval status.
  • When new assignments are created which overlap existing assignments currently in pending approval status, you receive a warning.
  • You can cancel assignment adjustments only for assignment adjustments that you initiated and approve or reject assignment adjustments that were initiated by a project manager.
  • To set daily assignment hours for an existing assignment, set the assignment hours for each day in the Daily Assignment view. Once an assignment's hours are saved at the daily level, it cannot be changed to a different schedule method. Assignments with hours that are defined daily can only be adjusted (start date, finish date, and hours) in the Gantt chart in the Manage Resource Schedules page.

 MiG 3 main list    +

Mikoyan Gurevich MiG 3 172IAP For the Party of Bolsheviks with Nikolai Sheyenko May 1942 01

 Mikoyan Gurevich MiG 3 172IAP For the Party of Bolsheviks with Nikolai Sheyenko May 1942 01

Mikoyan-Gurevich MiG-3

National origin:- Soviet Union Role:- Fighter Interceptor Manufacturer:- Mikoyan-Gurevich Designer:- First flight:- 29th October 1940 Introduction:- 1941 Status:- Retired 1945 Produced:- 1940-1941 Number built:- 3,422 Primary users:- Soviet Air Forces (VVS); Soviet Air Defence Forces (PVO); Soviet Naval Aviation Developed from:- Mikoyan-Gurevich MiG-1 Variants:- Mikoyan-Gurevich I-211 Operational history MiG-3s were delivered to frontline fighter regiments beginning in the spring of 1941 and were a handful for pilots accustomed to the lower-performance and docile Polikarpov I-152 and I-153 biplanes and the Polikarpov I-16 monoplane. It remained tricky and demanding to fly even after the extensive improvements made over the MiG-1. Many fighter regiments had not kept pace in training pilots to handle the MiG and the rapid pace of deliveries resulted in many units having more MiGs than trained pilots during the German invasion. By 1 June 1941, 1,029 MIG-3s were on strength, but there were only 494 trained pilots. In contrast to the untrained pilots of the 31st Fighter Regiment, those of the 4th Fighter Regiment were able to claim three German high-altitude reconnaissance aircraft shot down before war broke out in June 1941. However high-altitude combat of this sort was to prove to be uncommon on the Eastern Front where most air-to-air engagements were at altitudes well below 5,000 metres (16,000 ft). At these altitudes the MiG-3 was outclassed by the Bf 109 in all respects, and even by other new Soviet fighters such as the Yakovlev Yak-1. Furthermore, the shortage of ground-attack aircraft in 1941 forced it into that role as well, for which it was totally unsuited. Pilot Alexander E. Shvarev recalled: "The Mig was perfect at altitudes of 4,000 m and above. But at lower altitudes it was, as they say, 'a cow'. That was the first weakness. The second was its armament: weapons failure dogged this aircraft. The third weakness was its gunsights, which were inaccurate: that's why we closed in as much as we could and fired point blank." On 22 June 1941, most MiG-3s and MiG-1s were in the border military districts of the Soviet Union. The Leningrad Military District had 164, 135 were in the Baltic Military District, 233 in the Western Special Military District, 190 in the Kiev Military District and 195 in the Odessa Military District for a total of 917 on hand, of which only 81 were non-operational. An additional 64 MiGs were assigned to Naval Aviation, 38 in the Air Force of the Baltic Fleet and 26 in the Air Force of the Black Sea Fleet. The 4th and 55th Fighter Regiments had most of the MiG-3s assigned to the Odessa Military District and their experiences on the first day of the war may be taken as typical. The 4th, an experienced unit, shot down a Romanian Bristol Blenheim reconnaissance bomber, confirmed by postwar research, and lost one aircraft which crashed into an obstacle on takeoff. The 55th was much less experienced with the MiG-3 and claimed three aircraft shot down, although recent research confirms only one German Henschel Hs 126 was 40% damaged, and suffered three pilots killed and nine aircraft lost. The most unusual case was the pair of MiG-3s dispatched from the 55th on a reconnaissance mission to PloieÅŸti that failed to properly calculate their fuel consumption and both were forced to land when they ran out of fuel. Most of the MiG-3s assigned to the interior military districts were transferred to the PVO where their lack of performance at low altitudes was not so important. On 10 July 299 were assigned to the PVO, the bulk of them belonging to the 6th PVO Corps at Moscow, while only 293 remained with the VVS, and 60 with the Naval Air Forces, a total of only 652 despite deliveries of several hundred aircraft. By 1 October, on the eve of the German offensive towards Moscow codenamed Operation Typhoon, only 257 were assigned to VVS units, 209 to the PVO, and 46 to the Navy, a total of only 512, a decrease of 140 fighters since 10 July, despite deliveries of over a thousand aircraft in the intervening period. By 5 December, the start of the Soviet counter-offensive that drove the Germans back from the gates of Moscow, the Navy had 33 MiGs on hand, the VVS 210, and the PVO 309. This was a total of 552, an increase of only 40 aircraft from 1 October. Over the winter of 1941-42 the Soviets transferred all of the remaining MiG-3s to the Navy and PVO so that on 1 May 1942 none were left on strength with the VVS. By 1 May 1942, Naval Aviation had 37 MiGs on strength, while the PVO had 323 on hand on 10 May. By 1 June 1944, the Navy had transferred all its aircraft to the PVO, which reported only 17 on its own strength, and all of those were gone by 1 January 1945. Undoubtedly more remained in training units and the like, but none were assigned to combat units by then.

Matthew Laird Acred

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