How to plan your company event without losing your mind (Video)


(Cupcakes not included, unfortunately.)

Planning an event for your company is not for the faint of heart. Finding the right venue, sticking to a reasonable budget, tracking attendance, and making sure everything goes smoothly on the big day requires killer organizational skills.

So how do you keep track of everything? Sticky notes, Excel files, and a wall calendar are all well and good for company event management, but they’re not going to save your sanity.

You need a solution that allows you to drill down into all the nitty-gritty details but also helps you focus on the big picture. With the right tool, you can prioritize what’s important, see how all the moving parts fit together, and most importantly, have the peace of mind that nothing’s falling between the cracks.

We designed for teams of all types and sizes, and we’ve found that event planners have especially great success using it as a company event planning tool.

How Alex planned a successful company event in one simple board

Alex Dimmick works at Btrax, an agency that helps brands enter the Japanese, Chinese, and Korean markets. They have one office in San Francisco and another in Tokyo, and Alex faces the challenge of planning events and coordinating teams divided by a 17-hour time difference.

In this video, Alex walks us through his gorgeous event planning board. He uses it for everything from planning the budget and arranging catering to managing dates and times. It’s also where he collaborates and communicates with his colleagues by assigning them to tasks and mentioning them in updates. All in one simple, beautiful board 🙂

Alex’s board was such a success that he turned it into a template for his colleagues to use every time they have a company event to plan. And now, we’ll share it with you!

The 5 phases of event planning in one board

event planning timeline steps

1. Initial event planning: What’s the goal of this event? Who’s your audience? What’s your budget? When do you want it to happen? These are all critical issues you need to sort out first. This template includes a checklist of all the most common issues event planners confront, but feel free to customize it and add your own.

2. Event budget planning: It all comes down to money money money. What’s your budget? How much will everything cost? Are you over budget or under budget? Can you learn from past successes or failures?

3. Food and drink planning: Attendees gotta eat (or do they? That’s up to you to decide.) Here’s where you can track preferences, dietary restrictions, or anything else that needs to be considered before providing food and beverage.

event planning template

4. Event promotion planning: If you plan it, they will come… but only if you promote it well first. Be sure to do whatever you need to do to spread the word about the event whether it’s posters, social media, or sending emails.

5. Role delegation: Last but not least, make it clear who’s doing what. In, you can assign ownership to people on your team via the “person” column. They get an instant notification and in a glance, it’s easy to make sure that all your bases are covered.

With a little organization and the right tool, event planning doesn’t need to be a headache. Good luck with your next event and let us know how it goes!

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