Event Planning Template

This template has everything you need to plan and execute successful events from start to finish. Break your event plan down into stages, assign due dates to tasks, and track progress on a visual timeline.

1 project5 folders10 sample tasks1 dashboard
#Marketing#Event Marketing

A complete event planning, scheduling, and management template

From planning the big picture to handling tiny day-of details, successful event managers are masters of switching focus between the micro and the macro. Planning an event requires hundreds of moving parts to align, and you must be able to both zoom out to the bird’s-eye view and quickly dive into the weeds when necessary. This flexible event planning template is more than a simple checklist — it’s a complete event coordination, management, and scheduling system suitable for virtual events, corporate, and free events.

Break events down into stages, coordinate schedules, manage due dates, assign tasks, and track their progress on a visual timeline. With an interactive Gantt chart, dynamic calendars, and multiple work views, our event plan template offers powerful features unmatched, even by dedicated events management software. Move beyond a basic event planning checklist and try Wrike’s customizable event management template to take your events to the next level.

Why you need this template

Ready to try this template in Wrike?

Free 14-day trial. Easy setup. Cancel any time.

How to plan an event using the Wrike event planning template

Use this event template as a reference to learn how Wrike works or to start managing a real event today. It includes five stages — set up as folders within the template — to guide you through the process. Use these tips when navigating through each stage to create your event management plan:

video preview

Stage 1: Planning 

  • The Table view is a spreadsheet view that will help you start your plan in a clean and clear way. It’s available to all users in all account types, and you can edit all project attributes directly within the view. You can also adjust display density, expand or collapse items, show or hide empty folders, and undo and redo items in the Table view.
  • As with each stage in the template, you’ll want to break down the planning stage into actionable items called tasks. Tasks can be assigned to one or more members of your team. This event schedule template includes some sample tasks that can be renamed or deleted as needed. 
  • To assign a task, select it from the list, click “Add assignee,” and select a member of your team. If the person isn’t in Wrike yet, simply add their email address and an invitation to join Wrike will be sent to them.

Stage 2: Logistics

  • Use the Gantt Chart view to get an overview of project progress. This displays the project and all tasks on an interactive and dynamic timeline. This bird’s-eye view can help you spot any bottlenecks or roadblocks to ensure you meet your deadlines. To adjust the length of any task, simply drag the due date marker.
  • From the Gantt chart, you can drag and drop tasks to adjust deadlines and dates. Our project scheduler’s dynamic timeline automatically adjusts everything around your changes, and all adjustments are automatically shared with your team. In this view, it’s easy to understand what you’re doing, see how everything is related, and share snapshots of project progress with your team. 
  • This event planning template also includes a preconfigured dashboard that allows you to see which tasks have been started, are overdue, or due this week. You can customize your dashboard by adding any one of our helpful widgets. These widgets are configured to display a variety of data so you can get all the critical information you need at a glance.

Stage 3: Creative

  • Wrike has 400+ integrations, including Adobe Creative Cloud. This means you never have to leave the apps you love and don’t have to worry about constantly switching tools and disrupting your workflow. Other extensions include MediaValet, Google Drive, and Microsoft One Drive.
  • You can shorten your approval process in Wrike with built-in proofing tools, where all comments and edits are done in one place. Users can use Wrike Proof to add comments directly to images, videos, PDF, and Microsoft Office files. A marker is added with each new comment, which you can click to see the corresponding comment. All comments are also visible in a list on the right-hand side of the screen.
  • Eliminate silos with a single, shared workspace accessible to internal and external teams. Visualize your workload using our Workload view. If your teams are stretched thin, collaborators can use this view to check each person’s tasks and deadlines and balance out projects accordingly. 

Stage 4: Event

  • Break each project down into subfolders for every major initiative, or every team's area of responsibility. Alongside organizing work by time frame, this system keeps all important information together, while also allowing each team to set their own deadlines and work in parallel with the rest of the event crew.
  • When you create new event tasks, start the title of your tasks with a verb to show exactly what action you want accomplished. A few examples of this are “Brainstorm and determine registration company,” “Sign contract with the registration company,” and “Determine early bird price.”
  • You can use the Gantt Chart view to set task dependencies. The benefit of having dependencies is especially important with cross-functional tasks. They allow team members in different roles to see the order in which team members are responsible for accomplishing tasks, and at what time. Users can view the dependency tab in tasks to see any dependent tasks, and @mention the responsible party for updates.

Stage 5: Follow up

  • Plan important follow up marketing campaigns in this stage of the event planning template. Use this area to set up your space and keep campaign information all in one spot. With our easy-to-use project management tools, you can share folders, tasks, and more to get campaigns out the door quicker.
  • You don’t want to launch your follow-up campaigns without a way to track performance. Available as an add-on, Wrike for Marketers Performance gives you 360-degree visibility into cross-channel campaign performance right within workflows from 50 popular digital tools across advertising, social media, and marketing automation.
  • Use this stage to manage event KPIs using Wrike’s reporting capabilities. Wrike Reports are customizable reports that you can build to quickly gather the performance data you need from your tasks and projects. By tracking and communicating results to your team, you can give them the insights they need to perform their best.

FAQ

The event management template is for teams who need to coordinate and plan the big and small details of their event projects. The template is especially useful for event managers who need more than a basic checklist.
Planning a live or online event is a complex process. With many moving parts and tricky timelines to consider, a spreadsheet does not have the features needed — one-click Gantt charts, easy rescheduling, automatic notifications, and file attachments, just to name a few — to effectively manage the process. Clunky or outdated spreadsheets can present significant challenges.
Yes! The event management template is suitable for virtual events. The five sample stages included in the template cover planning, logistics, creative, event, and follow-up. These can all be used to organize tasks needed for a virtual event.
The event management template is completely free. No need to purchase. Simply enter your email address and begin planning your next event.
Tracking task accountability with the event management template is simple. Create tasks and assign them to individual team members. Then use the preconfigured dashboard to check task statuses at a glance.

Get work done faster with Wrike templates

Free 14-day trial. Easy setup. Cancel any time.

Event Management resources

Learn from insightful case studies, ebooks, and whitepapers.