Event planning and management is an intricate and time-sensitive process with many moving parts. It includes logistics such as budgeting, establishing timelines, selecting and reserving event sites, and acquiring permits and equipment. Event planning can also include many creative aspects such as choosing a theme, hiring suitable entertainment, and composing a menu. We know how crucial it is to stay organized and track everything that needs to be done and everything that's already been done. That's why we've created a few boards to help a solo planner or even a large event planning company to plan any kind of event using monday.com!
Take a step back
For event planners juggling several projects at once, it's really important to be able to concentrate everything that's on their plate into one central location. We can help you achieve this with a high-level board that brings all your running projects together in one place!
We run an event planning company, called 'Elevated Events', where we work on several events at once. To keep track of all of our projects, we use a central high-level board, where each item on the board is a different event, and is categorized into groups on the board according to the type of event it is.
This board is form-powered, meaning that items can be added to the board by simply filling out a form! We've linked our form to our website so that our new clients can use it to fill in all of the details of their event so that we can understand the project fully and get started right away!
Our clients fill out the form with their event's name, month and exact date, and event type, as well as the number of invitees, and contact name, phone number, and email address. All of these details are transformed into cells in the boards columns!
Every time a new item is created through our form, our manager is notified through the automation we've added to our board! We customized the recipe below to notify us with a unique message based on the values in the new item's cells!
One of the important columns on our board is the Status Column where clients select the month of their event, because it helps us to visualize our planning timeline in a Kanban View! We set our Kanban View up to display all of our upcoming events in Kanban cards according to the month they will take place in!
Plan by category
While we have all of our incoming and running projects concentrated into our high-level board, we need something to help us manage a project in its entirety. For that, we've created a low-level board, or "project board" for one of our events. Chloe's 6th birthday party is coming up in November, and we want to make sure that we have every aspect covered. Our project board organizes all of our tasks into groups according to vendor or category. This way, we can easily see the tasks that need to be done regarding food, logistics, entertainment, venue, etc!
For each of the tasks on our board, we use columns to keep track of the task's status and timeline. Since a lot of our event planning requires market research to select the best or most cost-efficient option, we've added a "Decision" Status Column, set in deadline mode together with the decision deadline and the planner responsible for deciding or helping the client to decide.
We've also added a Files Column to add visual "Inspiration" for the project. Here, we can add any images that the client sends to us to help us plan the way they envision or photographs that we'd like to share with the client in order to keep them in the loop. We can see all of our images at once using the Files View!
Plan by timeline
For one of our other upcoming events, we've created a low-level project board in a slightly different structure. For this project, we chose to organize our tasks by the month we would like to tackle them in. This way, each group on our board represents a month, and all of the items in each group are the things we want to accomplish within that month. To further categorize our tasks, we've added a Status Column to label each item with the vendor it's associated with! Since we have a lot of outsourcing for this project, we want to keep track of everything by adding a Status Column and Timeline Column to track the status of the task, and the contact name, phone number, and email address for the external vendor we need to be in touch with to get this task ticked off our list.
To push the time management efficiency even further with this project, we've added the Timeline View to our board! We set it up so that all of our tasks are grouped by the People Column, so that we can clearly see the division of tasks between our team members, and what everyone has coming up. We've also chosen to color all of our tasks according to their status. This gives us a visual understanding of how our planning progress is keeping up with the timeline we planned!
We can take this even further by adding descriptive charts to help up understand the data in our boards. We've added the Chart View to this board to give us a breakdown of how many tasks are labeled with each status. This way, we can visualize the breakdown of our progress. We can see that we've already completed 18% of our tasks at this early planning stage! I'd say we're doing pretty great so far at staying on track!
Use a template
While we plan a lot of specialized events with different timelines, many of our events follow a similar planning process in terms of timeline and specific tasks. To save ourselves time and to implement structure and routine to our planning process, we've created a planning template! We've divided all of our tasks into groups according to the amount of time before the event's date they should be completed. For example, we've set budgeting and big-picture logistics for the "3-6 Months Prior" group, and follow-ups, pick-ups, and final payments for the few weeks leading up to the event, including the day of the event.
We can create a template by following the simple steps outlined in this article, and then we'll be able to use it every time we begin planning an event with a similar structure! We can customize it as we go to make it more specific and add all of the important details and columns we might need.
Take control of little tasks
While a high-level board gives us an overview of all our projects and a low-level board is a great way to plan one project from start to finish, we find it really helpful to create a separate board to manage smaller upcoming tasks. We use a "Daily To-Dos" board, where we concentrate all of the tasks we want to accomplish in the upcoming week. We've created a group for each day of the week, so that we can clearly see which tasks we have to do each day.
We've added a:
- People Column to assign tasks
- Dropdown Column to tag which event this task is for
- Location Column to record where this meeting or event will take place
- Status Column to track the task's status
- Numbers Column to understand how much of a time commitment the task is
- Rating Column to rank the priority of our tasks so that we can tackle the most crucial first
There are a few ways we can refresh this board to give us a new set of tasks each week. Let's take a look at our options.
- Create a template
Just as we discussed in the previous section, we can create a template with this board structure, so that we can create a new board with the same groups and columns at the start of each week, and fill in the relevant details.
- Duplicate structure
We can duplicate the structure of our board to create a blank board identical to this one! We just have to click the 3 dot icon, select "More actions" and then "Duplicate board", like this:
Then, we'll be able to select options from the drop-down menu. If we select "Structure only", we'll duplicate the groups and columns on our board, but not the items or cells. We can even check the box to keep the subscribers to our board, meaning that all of our team members will be automatically subscribed to the new weekly task board!
- Clear with Batch Actions
We can use batch actions to clear the information from our boards! We can just select all of our items and then use the batch actions menu at the bottom of the screen to delete all!
Integrate your favorite platforms
Integrations allow you to seamlessly connect your favorite external platforms to your monday.com account! You can connect your Eventbrite account to your boards with several customizable recipes! Use it to keep track of your event registration, see planned vs actual, and track the success of the events you organize. You will be able to dive into each event individually, automatically create items in your monday.com account, and sync all future changes from Eventbrite!
Check out this article to learn more!
Add a dashboard!
To give us a great visual overview of all of our projects, we've created a dashboard loaded with apps and widgets! Let's check out a few widgets that help us get a big-picture view of our projects:
- The Timeline Widget shows us the time span of our projects in a comprehensive calendar. The items are color-coded corresponding to their status, so we know where things stand in a glance!
- The To-do List Widget allows us to add tasks to a checklist and tick them off as we complete them.
- The Battery Widget creates a battery-style chart, giving us an overview of how many tasks are completed and how many are in progress.
- The Overview Widget shows us a progress bar for each of our running projects.
- The Workload View shows us how our tasks and projects are distributed amongst the planners in our company so that we can see if anyone is overworked or has some extra time on their hands!
- The Chart Widget generates charts based on the data in our boards! The first chart (on the left) shows us the breakdown of the Status Column in our boards, giving us the big picture of where everything on our entire board stands. The second chart (on the right) shows us how our upcoming tasks are divided between the projects we're working on.
These boards are intended to be a starting point to help you translate your event planning workflow into a monday.com workflow! You can use these exact boards in your workflow if they're right for you, but don't be afraid to experiment and test out all of the amazing features on monday.com! Make sure to check out other prepared templates and explore the Columns Center to see all of the ways you can use columns as building blocks to customize your own one-of-a-kind board! You can make your own automations and enable integrations to really connect the dots in your event planning workflow!
If you have any questions, please reach out to our team by using our contact form. We're available 24/7 and happy to help!