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Event planning template

Plan your next event effortlessly with customizable event planning templates in Jira. Track tasks, manage budgets, and stay organized for a smooth and successful event experience.

Use free event planning template
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Operations

key features

Task planning

Prioritization

Pipeline management

What is an event planning template?

An event plan, often facilitated by an event planning template, is a pre-designed document or spreadsheet that serves as a comprehensive guide for organizing and managing events from start to finish. This tool provides a structured framework for planning and tracking every detail, ensuring all necessary tasks are completed on time and within budget.

Planning tool

An event planning template is a central hub for all your event logistics. It helps you break down the planning process into manageable tasks with deadlines, owners, and status updates. Whether you're tracking venue bookings, vendor contracts, guest lists, or budgets, the template keeps everything in one place, making prioritizing tasks easier and avoiding last-minute surprises. With built-in timelines and checklists, it becomes a powerful planning tool that keeps your team aligned and your event on schedule.

Visual organizer

Many event planning templates include visual elements like calendars, Gantt charts, or task boards, which make it easier to understand the full scope of the event at a glance. These visuals help teams spot potential overlaps, identify gaps, and quickly adapt to changes. By presenting the plan in an intuitive, easy-to-digest format, the template enhances clarity and communication—especially when collaborating with multiple stakeholders or departments.

What does the event planning process include?

Board

The Board view provides a Kanban-style visualization of your working process and the status of each task, allowing you to track, organize, and prioritize tasks across columns representing your workflow.

Backlog screenshot

List

The List view sorts all your project work into a single task list that can be quickly scanned and sorted by field. You can also use the list to add, edit, and view tasks in your project.

List view

Calendar

The Calendar view helps you visualize and plan work. It makes it easy to see when tasks are due and get a quick glance at the next few weeks and months.

Calendar screenshot

Timeline

The Timeline view provides an event timeline in the form of a Gantt chart that can be used to visualize and plan the timing, duration, and dependencies of tasks within your project—enabling you to easily see how long tasks take to complete and when things will land.

Timeline view

Reports

In the Summary view, you can get an accurate overview of your project’s progress, priorities, activities, workload, and more. You can also access a range of pre-configured reports that show statistics for people, projects, and tasks.

Summary view

Why use an event planning template?

Using an event planning template offers numerous benefits that can transform how you plan and execute events. Here are some key advantages:

Improved organization and time management

An event planning template helps you keep track of all tasks and deadlines, ensuring nothing gets overlooked.

Enhanced collaboration and communication

With a centralized document, your event team can easily collaborate and stay on the same page, reducing miscommunication.

Increased accuracy and attention to detail

Templates provide a structured approach, helping you capture every detail and avoid common pitfalls.

Reduced stress and workload

A clear plan and checklist allow you to manage your workload more effectively and reduce last-minute stress.

Better budgeting and financial management

Event budget templates help you track expenses and stay within budget, preventing financial surprises. They are crucial tools for event organizers to manage and track all expenses related to event planning.

Improved event execution and overall success

With a well-organized plan, you can execute your event more smoothly, leading to a more successful outcome.

Event planning process

The event planning process involves several key steps that help ensure a successful event. Here’s an overview of the process:

Step 1: Define event objectives and scope

The first step in the event planning process is to define the event's objectives and scope. This involves identifying the event's purpose, target audience, and desired outcomes. Event planners should also determine the event's format, size, and duration during this stage. Clearly defining these elements sets a solid foundation for the entire planning process.

Step 2: Set event budget and timeline

Once the event’s objectives and scope are defined, the next step is to set a budget and timeline, including specific due dates for key tasks. This involves estimating costs, creating a budget plan, and establishing a timeline for the event. Event planners should also identify potential risks

Step 3: Choose the event venue and date

The third step in the event planning process is to choose a venue and date for the event. This involves researching and selecting a suitable venue, negotiating contracts, and finalizing the event date. Event planners should also ensure that the venue is available and suitable for the event's needs during this stage. Securing the right venue and date is crucial for the event's success.

By following these steps and using an event planning template, event planners can ensure a successful and stress-free event planning experience.

Problem solving window

Intuitive workflow

Capture every easy-to-miss detail. Change workflow steps to match the scale of your specific event.

Multiple documents

Powerful tracking and reporting

Use our pre-configured custom fields or add your own to track costs. Create event planning checklists, reports, or cross-project dashboards for a wider scope.

Focus mode

Seamless collaboration

Keep everyone aligned with the calendar view, deadlines, and reminders.

How to get started with the event planning template

1. Add tasks to your team’s list
  

You can choose whether to add tasks to your workflow using the List, Board, or Calendar view. With attachments, priorities, labels, and more, you can keep it simple or get as granular as you want.

2. Add start and due dates
  

Next, set start and due dates for your tasks. This visibility over your calendar and timeline ensures no work slips through the cracks. Setting these dates helps create an effective event schedule by detailing timelines, activities, and responsibilities.

3. Prioritize and organize
  

You can quickly sort your list by priority to stay on top of your most essential tasks.

4. Automate work
  

You can choose whether to add event tasks to your workflow using the List, Board, or Calendar view. With attachments, priorities, labels,

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