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Event Planning Template

Take events from start to finish with Wrike. Our event plan template has everything you need to ensure success.

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Event Planning TemplateEvent Planning Template

Your all-in-one event management template

From handling small details to assessing the bigger picture, event planning requires the alignment of many moving parts. That’s why you need a workflow template for event project management.

Wrike offers more than a simple event planning checklist template — we have created a coordination, management, and scheduling system suitable for virtual and in-person events.

Use the template to break events down into stages, coordinate schedules, manage due dates, assign tasks, track their progress on a visual timeline, and oversee the event budget. With an interactive Gantt chart, dynamic calendars, and multiple work views, our event management plan template’s features are unmatched, even by dedicated events management software.

What’s included in this template

Why you need Wrike to plan your events

Explore Wrike’s event project management features today and find out how they can benefit your team.

Build clear timelines

Oversee multiple tasks to ensure your event is on track. Monitor your project progress with a versatile Gantt chart view, which lays out the timeline, dependencies, deadlines, and milestones of the event.

Assign tasks instantly

No event manager can do everything at once — that’s why you need to break down the planning stage into actionable tasks and assign them to various team members, from finance to marketing.
Assign tasks in Wrike

Manage events from anywhere

House all event-related details, tasks, documents, and deliverables in Wrike. Use our mobile app when on the go, and integrate with other apps to keep all event information in a centralized location.
Wrike rebranded mobile app interface displayed on smartphone and tablet screens.

View multiple calendars at once

Use Wrike’s calendars to connect tasks and streamline your event planning. Each team calendar is color-coded, so you can easily view different workloads and delivery dates at a glance.
Wrike calendar with monthly grid of color-coded tasks and due dates.

Improve your event management with Wrike

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What’s included in this template

  • Event calendar
    Sync all your company events to one shared calendar. Select filters to view event tasks for a specific team or department, e.g. Marketing. Learn more about Wrike’s calendars.
  • Gantt chart view
    Use our Gantt chart view to monitor your event timeline. Add milestones and due dates to keep your event on track. Explore the functionality of our Gantt chart software.
  • Request form
    Capture all the details you need to start working on your event. Our request form can be shared with external stakeholders and used as an event brief. Read more about dynamic request forms.
  • Custom workflows
    Our space-level workflows reflect the unique statuses of your project’s lifecycle. Use separate workflows for your creative and event management teams. Find out more about custom workflows.
  • Event asset requests and vendors dashboard
    Tired of losing file versions or misplacing vendor contact details? Bring your creative asset requests and vendors together to access the event info you need in one click. 
  • Event management dashboard
    Track task statuses — including Not Started, Overdue, High Priority, and Unassigned — to ensure you hit your event deadlines. Experience the power of Wrike’s project dashboards. 
  • Productivity dashboard
    View all the work assigned to you in one place. This personal productivity board highlights your most important tasks, including those pending review and due soon.
  • Custom item types
    Manage your unique requirements with custom item types. Our event-specific item types include Vendors, Assets, Brochures, and Booth Graphics. Discover more on Wrike’s custom item types.

How to use Wrike’s event planning template

Wrike’s event management plan template includes pre-built folders to help you navigate the process, so you can start managing a real event today.

We have created an extensive guide to help you with the five stages of event management: 

Stage 1: Planning 

Break down the event 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. 

If your team member 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 on an interactive and dynamic timeline. This high-level view can help you spot any bottlenecks or roadblocks to ensure you meet your deadlines. 

From the Gantt chart, you can drag and drop tasks to adjust deadlines and dates. Our project timeline automatically adjusts everything around your changes, and all adjustments are automatically shared with your team.

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 software, where all comments and edits are done in one place. Use Wrike to add comments directly to images, videos, PDFs, and Microsoft Office files. 

Create a shared workspace that’s accessible to internal and external teams. Collaborators can use the workload 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 timeframe, this system keeps all important information together. 

Each team can set their own deadlines and work in parallel with the rest of the event crew. You can use the Gantt chart view to set task dependencies, highlighting which tasks are interconnected.

Stage 5: Follow up

Plan important follow-up marketing campaigns at this stage of the event planning process. Build customizable reports to gather the performance data you need from your tasks and projects.

Event management resources

Plan successful events with Wrike’s helpful assets.  

  • Template Guide: How-to Use the Event Management Template
  • Blog post: How to Plan an Event: Best Practice Guide
  • eBook: Why Event Marketers Are Throwing Out Their Notebooks
  • Case study: How Wrike Helps This Events Company Maximize Efficiency

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