Event Planning Template and How to Build It

Created by
Alexa Cuartin

Welcome to your event’s command center

Juggling the many tasks that involve planning an event can be a worrisome idea. But, surprisingly, planning an event could be a walk in the park.

For many teams, dealing with the overwhelming reality of the planning process could turn out to be a setback.  However, using an event planning tool can be the ideal solution for when the frightful time comes to host the newest company event.

No matter the type of event you are planning, being organized is the key.  Whether it's hosting your company's annual get together, a hype tech convention, or even your best friend's wedding, an event planning tool can be your closest ally.

Gantt Chart for Event Planning 1

Start by writing down your tasks

Renting a confetti cannon? Got it. Order 100 pizzas? Checked. Hire the band? Done. One of the many perks of using an event planning tool is that you won’t forget what needs to be completed next.

It's always a good idea to break down your event chronologically in stages or phases. Event planning usually involves multiple staff members and tasks. By separating your tasks in stages, you'll have a clear picture of what your critical stages are, as well as your busiest periods. Plan your step-by-step action and focus on the success of the big day by really getting things done, in the most effective manner.

Gantt Chart for Event Planning 2

Get a big-picture overview of every single little detail

The good news? A powerful planning tool such as Instagantt will allow you to stay aware of who’s doing what, and what needs to be tackled next. Always stay on top of every little detail when it comes to organizing the event of the year; from location scouting to sending invites to your guests.

Use different colors for each type of task or to easily identify which one of your teammates is assigned to the job. It's always a good idea to specify roles and to keep everyone informed and on top of their game (which you can easily achieve by using Instagantt's mentions and notification options). Organize all your to-do's into tasks: this way, you'll only need to worry about carrying them to term.

Gantt Chart for Event Planning 3

Always keep your budget in check

Don’t lose sight of your budget: get a real sense of how much you are spending on each task so you won’t go overboard. Tracking and keeping within your budget is critical when it comes to event planning. Use the Estimated Cost and Actual Cost fields to track your expenses and to stay on budget.

Useful tip: Write down each and every expense, even the smallest! Comparing what you thought you would spend versus what you ended up spending will help you greatly when planning future events.

Gantt Chart for Event Planning 4

Also, by tracking the Risk and Priority of each of your main tasks, you will always have a clear idea of what the most important and compromising tasks are.  After all, staying on a budget requires active involvement in your project.

Planning ahead

Because no matter the kind of event you are planning, the goal remains the same: plan ahead and follow through, so that everything runs smoothly on the day itself.

Here's how to set up an effective Event Planning gantt chart. See it in action.

Would you like to learn more about what Instagantt can do?