One way to keep up with the latest project management trends is to attend a project management conference. It’s a great way to further your education and learn about new project management software tools that are on the market. For that reason, we’ve gathered information about the major project management conferences that are scheduled for 2025, 2026 and 2027.

PMI Global Summit

• Dates: November 12–15, 2025
• Location: Phoenix Convention Center, Phoenix, AZ, USA
• Estimated Registration Fee: $1,495 USD (PMI members); $1,745 USD (non-members)
• Organizer: Project Management Institute (PMI)
• Target Audience: Project managers, program managers, PMO leaders, portfolio managers, executives

This high-energy summit delivers immersive learning through mega sessions, interactive panels, and workshops led by global thought leaders. Attendees can explore the future of work, AI in project management, and portfolio leadership. The event features hands-on experiences in the Innovation Hub, networking lounges, and exclusive member meetups. With tracks for various levels of experience, it blends career development with strategic insights, making it one of the most comprehensive gatherings in the project management field.

Agile2025

• Dates: July 28–30, 2025
• Location: Gaylord Rockies Resort & Convention Center, Aurora, CO, USA
• Estimated Registration Fee: $1,799 USD (early bird); $1,999 USD (standard)
• Organizer: Agile Alliance
• Target Audience: Agile coaches, Scrum Masters, developers, product owners, team leads, enterprise Agile professionals

Agile2025 is known for its vibrant, inclusive atmosphere and deep technical content. The conference emphasizes storytelling, experimentation, and real-world Agile transformations across diverse industries. Attendees can engage in Lean Coffee sessions, open space discussions, and curated learning paths. The event fosters collaboration through lightning talks, coding dojos, and interactive design sprints, offering a rare opportunity to learn directly from Agile pioneers and peers driving large-scale agility, innovation, and team empowerment in their organizations.

ProjectSummit*BusinessAnalystWorld Toronto

• Dates: June 2–5, 2025
• Location: Metro Toronto Convention Centre, Toronto, Ontario, Canada
• Estimated Registration Fee: CAD $1,995 (4-day pass); CAD $1,395 (2-day pass)
• Organizer: Macgregor Communications
• Target Audience: Project managers, business analysts, change managers, IT professionals, product managers

This multi-track conference blends project management and business analysis with a strong focus on strategic alignment and business value. Attendees can choose from dozens of sessions spanning leadership, digital transformation, agile delivery, and data-driven decision-making. With its small-group workshops and hands-on tools, the event promotes actionable takeaways. It also features a vibrant exhibitor zone, daily networking receptions, and keynote presentations from industry experts and C-level executives who share insights on organizational agility and change management.

FuturePMO

• Date: October 30, 2025
• Location: Novotel London West, London, UK
• Estimated Registration Fee: £495 GBP (early bird); £595 GBP (standard)
• Organizer: Wellingtone
• Target Audience: PMO leaders, portfolio managers, project governance professionals, change managers

FuturePMO delivers a unique single-day format packed with insight and entertainment. The event blends serious learning with creative themes and production, often incorporating gamified sessions, tech demos, and interactive keynotes. Focused entirely on PMO development and evolution, it covers topics like strategic alignment, agile PMOs, and portfolio governance. With breakout roundtables and capability maturity workshops, attendees leave with practical templates and frameworks. The atmosphere is energetic yet practical—tailored to those redefining the role of the PMO.

PMI Global Summit Series Europe 2026

• Dates: May 18–19, 2026
• Location: Sava Center, Belgrade, Serbia
• Estimated Registration Fee: €1,200 EUR (PMI members); €1,400 EUR (non-members)
• Organizer: Project Management Institute (PMI)
• Target Audience: Project professionals, portfolio and program managers, PMO staff, executive leaders

This regional summit provides a highly tailored European lens on global project leadership trends. With content delivered in multiple languages and regionally relevant case studies, it offers practical strategies for leading cross-border projects. The event emphasizes future-ready skills, sustainability, and digital transformation. Unique features include an EU policy roundtable, emerging market panels, and hands-on innovation workshops. It’s a highly collaborative environment where attendees co-create solutions and forge new partnerships with professionals from across Europe.

Agile International Conference (AIC) 2026

• Dates: March 5–6, 2026
• Location: Florida International University, Biscayne Bay Campus, Miami, FL, USA
• Estimated Registration Fee: $699 USD (early bird); $899 USD (standard)
• Organizer: Agile International
• Target Audience: Agile practitioners, team leads, Scrum Masters, transformation managers, software teams

AIC 2026 emphasizes inclusive, cross-disciplinary perspectives on Agile, bringing together voices from software, education, healthcare, and finance. Sessions combine academic research with real-world case studies, encouraging participants to rethink traditional Agile roles. Known for its engaging atmosphere and waterfront campus venue, the event offers panel debates, community challenges, and lightning talks. With dedicated student sessions and diversity-focused programming, it’s designed to inspire transformation across both established organizations and emerging agile practitioners.

AGILE 2026 by Axxess

• Dates: May 4–6, 2026
• Location: Dallas, TX, USA
• Estimated Registration Fee: $1,195 USD (early bird); $1,395 USD (standard)
• Organizer: Axxess
• Target Audience: Agile leaders, healthcare tech PMs, product managers, software developers, enterprise coaches

AGILE 2026 showcases the intersection of Agile thinking and technology innovation. With keynote talks from global tech leaders and a strong presence of healthcare and service industries, the conference delivers deep dives into scaling agility, OKRs, DevOps, and leadership in change. It features live demonstrations of Agile tools, sponsor showcases, and breakout panels on value-driven delivery. The event emphasizes growth mindsets, psychological safety, and culture-building as essential components of long-term Agile success.

Agile Austria Conference 2026

• Dates: January 29–30, 2026
• Location: Austria
• Estimated Registration Fee: €550 EUR (early bird); €650 EUR (standard)
• Organizer: Agile Austria Association
• Target Audience: Agile team members, product owners, Scrum Masters, managers applying Agile at scale

This event combines structured talks with an informal, community-driven vibe that’s common in the European Agile scene. It offers a balance of theory and practice with workshops on Kanban, SAFe, LeSS, and Agile coaching. The event includes leadership roundtables, coding labs, and product discovery sessions. With a scenic location and an emphasis on dialogue over lectures, it encourages meaningful peer exchange, experimentation, and regional collaboration to foster practical Agile improvements across all organization levels.

CMAA2026 – Construction Management Association of America Annual Conference

• Dates: October 4–6, 2026
• Location: Denver, CO (Aurora), USA
• Estimated Registration Fee: $1,095 USD (early bird); $1,295 USD (standard)
• Organizer: Construction Management Association of America (CMAA)
• Target Audience: Construction project managers, owner’s reps, engineers, contractors, CMIT and CCM candidates

Overview: Focuses on trends, tools, and strategies for delivering complex capital construction programs.
CMAA2026 is the premier event for capital construction project delivery, offering sessions on risk management, digital twin technology, project controls, and integrated delivery models. With an expansive exhibit hall showcasing tools and technologies, the conference also includes credentialing info sessions, a student chapter program, and diversity roundtables. The event fosters knowledge sharing between owners, consultants, and builders, focusing on the unique challenges of managing large-scale infrastructure and vertical construction programs across public and private sectors.

CMAA2027 – Construction Management Association of America Annual Conference

• Dates: October 10–12, 2027
• Location: Dallas/Fort Worth, Texas, USA
• Estimated Registration Fee: $1,095 USD (early bird); $1,295 USD (standard)
• Organizer: Construction Management Association of America (CMAA)
• Target Audience: Construction project managers, owners’ representatives, engineers, contractors and professionals pursuing CMIT and CCM certifications

CMAA2027 serves as a pivotal gathering for professionals overseeing capital construction projects. The conference offers a comprehensive program featuring plenary sessions, technical workshops, and an expansive exhibit hall showcasing the latest industry innovations. Attendees can engage in discussions on risk management, digital twin technology, and integrated project delivery methods. The event also hosts the annual Industry Recognition Awards, celebrating excellence in construction management. Networking opportunities abound, fostering connections among owners, consultants, and builders across the sector.

Points of Light Conference 2027

• Dates: June 28–July 1, 2027
• Location: Long Beach, California, USA
• Estimated Registration Fee: $575–$775 USD (varies by sector and registration period)
• Organizer: Points of Light
• Target Audience: Nonprofit leaders, corporate social responsibility professionals, volunteer coordinators and civic engagement advocates

The Points of Light Conference is a cornerstone event for those dedicated to volunteerism and civic engagement. It brings together a diverse array of professionals to share best practices, innovative strategies, and research in the field of community service. The conference features keynote addresses from thought leaders, interactive workshops, and networking sessions designed to inspire and equip attendees to drive meaningful change. Participants leave with actionable insights to enhance their organization’s impact and community involvement.

Academy of Management (AOM) Annual Meeting 2027

• Dates: August 6–10, 2027
• Location: Seattle, Washington, USA
• Estimated Registration Fee: $600–$1,200 USD (based on membership status and registration timing)
• Organizer: Academy of Management (AOM)
• Target Audience: Management scholars, organizational researchers, business educators and doctoral

The AOM Annual Meeting stands as a premier event for the global management and organizational research community. With over 2,500 sessions, the conference offers a rich tapestry of symposia, workshops, and paper presentations across various management disciplines. Attendees delve into cutting-edge research, explore emerging theories, and participate in professional development workshops. The meeting fosters interdisciplinary collaboration, providing a platform for scholars and practitioners to exchange ideas, network, and advance the field of management science.

SMACNA Annual Convention 2027

• Dates: October 24–27, 2027
• Location: Chula Vista, California, USA
• Estimated Registration Fee: $1,000–$1,200 USD (subject to membership and registration timing)
• Organizer: Sheet Metal and Air Conditioning Contractors’ National Association (SMACNA)
• Target Audience: Sheet metal and HVAC contractors, project managers, engineers and industry suppliers

The SMACNA Annual Convention is a key event for professionals in the sheet metal and HVAC industries. It offers a comprehensive agenda that includes technical sessions, business management workshops, and updates on industry standards and regulations. The convention provides a platform for attendees to explore new technologies, enhance their project management skills, and engage with peers and industry leaders. Exhibits showcase the latest products and services, fostering innovation and collaboration within the sector.

ProjectManager is online project and portfolio management software that connect teams whether they’re in the office or out in the field. They can share files, comment at the task level and stay up to date with email and in-app notifications. Join teams at Avis, Nestle and Siemens who are using our software to deliver successful projects. Get started with ProjectManager today for free. 

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What Is Event Planning?

Event planning is the process of putting on and managing a variety of events, from something as small as a meeting to as big as a convention and everything in between. When event planning you’ll be taking into account every aspect of that event, whether it’s a birthday party or a networking event.

That means you’ll be estimating budgets, creating timelines to schedule the event, reserving the site and any panels or speakers involved, getting necessary permits, food, transportation and more. If the event has a theme, you’ll develop that, too. Plus, you’ll be in charge of securing the needed resources to make the event a success.

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Event Plan Template

Use this free Event Plan Template to manage your projects better.

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What Is an Event Plan?

An event plan defines how an event will be executed. It addresses all the components of an event such as the start and end dates, budget, venue, marketing, attendees and more. The scope and complexity of the event plan vary depending on the size of the event, but the fundamental challenges remain the same.

Organizing all those disparate parts, especially for larger events, requires powerful project management software. ProjectManager is award-winning project management software that lets you plan, manage and track your event to ensure it’s a success.

Our powerful Gantt charts help you list all your tasks and the associated resources and costs, assign them to your team and set milestones to track your progress. The whole plan is visible on a project timeline and can be saved by setting a baseline. Now you can track the planned progress against your actual progress to make sure you’re on schedule. Get started with ProjectManager today for free.

Who Makes and Manages an Event Plan?

Various event professionals are typically responsible for creating and managing an event. The event planner or coordinator will create the event plan, working with the client or organizing body to understand the event’s goals, target audience, budget and desired outcome. From there, the event manager will take over and help execute the event plan. They oversee the on-the-ground logistics of the event and ensure it goes according to plan.

Depending on the event’s size and complexity, there may be a dedicated event team to create and manage the plan. They can help with logistics, sponsorship, fundraising, marketing, registration, etc. Some key stakeholders may be involved in the event plan, such as community leaders, sponsors or speakers. They can provide input during the planning process and must be kept informed about the plan.

Event Plan Example

Most of us have some experience planning an event, be it at home, work or in our community. For this article, let’s focus on large events.

A conference is a common type of large event, so for our event management purposes, let’s talk about a TEDx conference that we were involved in to illustrate how to plan an event. This example is a good scenario to explain the structure and challenges of planning a big event, along with the benefits of planning an event with project management software.

Let’s break down the other components of setting up an event. They’re summarized below:

• Event timeline: First, establish a timeline for your event. This timeline should include pre-event planning, event execution and post-event activities.
• Budget: Estimate your event costs and create a budget. Your available budget will influence many event management decisions such as your venue, the marketing and advertising methods, etc.
• Venue: The event has to take place somewhere, and that involves logistics management, food and beverages as well as the décor.
• Marketing: Once you’ve selected a venue, you need to start drawing people to it through a marketing program that can include a website, social campaign, email and print work.
• Advertising: Hand in glove with marketing is advertising. That can include radio, TV, newspaper and magazine advertisements.
• Volunteers: A big event needs a big crew of people to get it off the ground and run smoothly. That means volunteers, which means writing contracts, defining their roles, setting up meetings and determining schedules.
• Speakers: You must have a keynote speaker or a group of speakers to attract an audience. This involves contracts, curators to select the talent, a program, bios and rehearsals.
• Sponsors: All of this costs money, and a big event’s budget is supplied by its sponsors. This again involves contracts, marketing and logistics.
• Production: The production involves creating contracts as you work on creating an audio-visual recording of the proceedings, as well as a sound and video broadcast during the event.
• Stage: The event takes place at a specific venue and on that venue is a stage on which the event proper will be presented. That usually incorporates a projector, screen, microphones, internet connection, batteries, cables and more.
• Attendees: Don’t forget about the people attending the event! You’ll need communications to inform them of event information, payment processes to collect fees, emails to stay in touch, directions, badges and access points.

The Event Planning Process: Event Planning Steps

We covered a lot on event planning, so let’s break down those tips into concrete steps. These event planning steps will guide you toward success. Let’s continue with our conference example.

1. Determine Event Goals and Objectives

For the TEDx conference, what do you want the goals and objectives to be? This will help define how to measure the event’s success. Why is the event happening? What problem are you trying to solve? What message do you want to convey? Consider the overarching organizational goals and how the event aligns with the broader mission, values and strategic objectives.

When possible, make these goals under the SMART criteria (specific, measurable, achievable, relevant and time-bound). For this particular event, the goals may be to spread brand awareness, raise a target number of funds or generate a certain number of qualified leads.

2. Assemble the Team

Now that the goals and objectives are clear, next comes assembling the team. What core roles are needed to run the TEDx conference? Common roles include the event manager, planner, logistics coordinator, communications manager, finance manager or creative lead. If needed, hire external professionals outside of the organization to ensure the event runs smoothly or tap into the skills of internal team members based on their strengths and expertise.

3. Establish an Event Budget

Next, determine what the conference’s budget will be. This will be based on the goals and objectives of the event. Consider expense categories such as the venue, catering, beverage, marketing, promotions, speaker fees, staffing, labor, technology and transportation. In the case of this event, a large portion of the budget may be going to the speaker, as they are the main attraction of the event.

4. Choose a Date & Venue

Find a date that works for not only your company but also for the main parties involved. Ideally, you’ll provide more than one option for them in case a backup plan is needed. Before selecting a venue, do research and get various quotes that fit your event size and style. These may include event spaces, hotels, cultural institutions or even outdoor venues, weather permitting.

5. Select the Speakers

By this point, you likely have an idea of who you want the speaker or speakers to be at the event. Reach out to them and get a quote on how much it will cost to hire them. If needed, make adjustments to the budget or have a backup in mind in case it doesn’t work well with your budget.

6. Event Marketing & Advertising

Now that the details of the event are in place, it’s time to promote it. Ideally, there should be a dedicated event website or landing page that includes all event details. Outline the agenda, speakers, location, etc. Social media is also a great way to promote the conference, such as teasers, speaker spotlights or behind-the-scenes footage. Email marketing, video marketing, and search engine optimization (SEO) marketing are beneficial to utilize as well.

7. Execute the Event

In this last step of the event planning process, it’s time to enjoy your hard work and see the event come to life. As the event is taking place, take notes on what is going well and what isn’t going to plan. These details can help avoid similar mistakes in the future or act as a guideline for success.

When you break down the scope of your event plan into manageable steps, the process seems a lot less daunting.

Free Event Plan Template

This free event plan template for Excel is a great tool to start assembling the information you need to create an event plan. It can be customized to add your event details.

Related: 12 Free Event Planning Templates for Excel & Word

Event Planning Roles

As you might expect, there are many different roles that work together to bring an event to life. It’s easy to get confused. Are you an event manager or an event planner? Is there any difference between the two? Let’s take a look at some of the more common event-planning roles and define them.

Event Manager

The event manager is often mistaken for the event planner, but they are two distinct roles. Most simply, the event manager is responsible for event management activities, which involve coordinating and implementing the event. They take care of setting up the event, including its design, and make sure the vision of the event planner is realized.

Event Planner

An event planner organizes, coordinates and executes the event. They’re in charge of coming up with the idea, overseeing the setup and breakdown of the event. They’ll select the venue, create the budget and ensure everything is taken care of. What sets them apart is they design the strategy for the event to the smallest detail.

Event Producer

The event producer fleshes out the strategic plan of the event planner. They are the one who takes the idea and turns it into a living event. They will take charge of the technical aspects of the event, such as audio/visual, stage design, etc. They work with the event planner to schedule the event, but the event producer uses their skills and expertise in producing events to deliver the event that’ll impress both attendees and the client.

Event Planning Tips

Unfortunately, there are always going to be variables out of your control that’ll affect the event planning process, such as the weather, delivery delays, technical difficulties and other potential mix-ups. As stated earlier, you can’t change the date of your event, so you’ll want to be as prepared as possible for any risks or issues that may pop up on the day of your event.

Do a Post-Event Review

A post-event review or a post-mortem as they’re often called, is very valuable. By looking back at the past event and seeing what worked and what didn’t work, you can better plan your next event. There are always lessons to be learned and applying them to the next project will avoid previous mistakes and increase your chances of a better outcome.

Use Event Planning Templates

Having an event planning template is a great way to make sure you’re not missing any important pieces of the larger event. It’ll help you organize your tasks and resources, costs and more. Use our free event plan template to get started on the right foot.

Use Event Planning Tools

A template is fine, but limited. You have to manually update everything and it’s not very collaborative. Event planning tools, such as Gantt charts, kanban boards, task lists and calendars, help you plan and implement the event plan. They also allow you to track the work to make sure it’s following the plan, which leads to a more successful event.

Prepare a Plan B

As important as your plan is, there can be issues with it. There might be acts of god, such as weather, which negatively impact the event. Whatever the cause, you’ll need a backup. That’s why developing a plan B is so critical to the success of the event. You might never have to use it, but in case you do, you’re prepared.

Use an Event Planning Checklist

Another tip is to have a checklist made up. That way you can collect all the things you have to do and why you’re doing it in one place. Using a checklist for event planning can be done in conjunction with project planning tools. The more safeguards, the better. Also, there are few things more satisfying than crossing something off your list.

Event Planning Checklist

There’s a lot to manage when planning an event, so it’s important to have a list of everything you need to include in your event management plan. The following is a general event planning checklist to help you get started. The more questions you ask, the better your event checklist. Feel free to add your own unique responsibilities and tasks.

Goals and Objectives

• What’s your event’s reason for existing?
• What are the goals this event is expected to achieve?
• What are the revenue objectives?
• What is your target audience?
• How many people will attend?
• Is there a cost associated with ticketing and what is it?
• Where is the event being held?
• Create an event schedule.

Event Budget

• Figure out what the costs will be
• If you held similar events, use and adjust an old budget for a baseline
• What ticketing and registration software will be used?
• Finalize sponsor contributions
• Set ticket price

Date & Venue

• When will the event take place?
• Have a backup date in case issues arise
• Is there the best location for the event?
• Is the venue appropriate for your expected number of attendees?
• Decide on needed infrastructure: wifi, capacity, bathrooms, near shopping & restaurants, etc.
• Hire a caterer
• Secure what equipment you’ll need
• What are your security needs?
• Do you need permits, licenses or insurance?
• Create event signage and communication plans for attendees

Speakers

• Research potential speakers
• Create a list of relevant speakers
• Create a pitch for speakers
• Pitch speakers
• Finalize speaker selection, get bios and headshots and arrange travel and accommodations

Sponsors

• Develop a list of sponsors and what you can offer them.
• See if there are sponsors who have partnered with similar events.
• Reach out to potential sponsors.

Website

• Design signoff.
• Update the site or build a unique one.
• Make sure the site can handle expected traffic.
• Have a mobile-friendly site.

Event Marketing & Advertising

• What’s your messaging?
• Coordinate with digital tools and social platforms
• Add the event to online calendars
• Market the event with blog posts and other promotions like videos and online ads
• Send reminders to all parties a month or two before the event date

Finalizing the Last Steps

• Schedule
• Caterer
• Speakers and scripts
• Venue
• Equipment
• Decorations
• Contracts

Pro tip: That’s a lot to coordinate and plan, which is why there’s a need for project management software that has the right features for event management. It provides a common portal, where you can track costs and tasks with automated alerts. It also offers both a communication and a collaborative platform that reduces the need for unnecessary emails. Software collects all your files in one place and makes team reporting simpler by adding efficiencies and reducing stress.

ProjectManager Offers Robust Event Planning Tools

ProjectManager is online software that’s suited for event planning. We have event project management tools to keep all the parts of your events, from managing vendors to promotions, organized. Our planning software helps you keep track of all the elements that make up your event plan.

Keep Stakeholders Updated With Event Calendars

Our multiple project views mean that event planners and managers can use project calendars, Gantt charts and there are task lists and kanban boards for teams. While reports can keep stakeholders informed, they might want to have access to the project. Share the calendar view with your stakeholders, which allows them to see start and end dates for all the tasks as well as milestones. This manages their expectations.

Zoom Into Event Activities With Kanban Boards

Use ProjectManager’s kanban board to manage the daily activities that need to be executed to plan, schedule and track your event plan. Move tasks from column to column as you collaborate on work with your team, and it’s easy to spot bottlenecks and get everything over the line in time for the event.

Track Event Labor Costs With Timesheets & Real-Time Dashboards

Plus, timesheets make invoicing easy for all your events. They can be submitted and approved with a keystroke. Our software also offers a variety of views, from a list to a calendar and even a kanban board that helps you visualize the workflow to keep on task.

More About Planning an Event

Event planning can be complex. There’s a lot of balls to keep in the air. If the above is too much to digest immediately, you could start with our event plan template and watch one of our planning experts. Jennifer Bridges, PMP, has years of experience and uses it to teach you the fundamentals of event planning in this short video.

Related Event Planning Content

• Gantt Chart Template for Event Planning
• Free Event Proposal Template
• Event Management: A Quick Guide
• How to Plan a Virtual Event: Virtual Event Planning Checklist
• How to Plan a Webinar: Webinar Planning Steps
• Event Project Management Software

ProjectManager is award-winning project management software that helps you plan and monitor your event details. From powerful planning tools to real-time reports and dashboards that capture all of your event details, you can use our software to stay on schedule and stick to your planned budget. Try our software today with a free 30-day trial.

The post How to Plan an Event: Event Planning Steps, Tips & Checklist appeared first on ProjectManager.

To have a successful event requires event scheduling, which means understanding the steps to creating one, what should be included and an event schedule template to lay it all out. For a more efficient and effective event, there’s also event scheduling software that we’ll get to later.

What Is Event Scheduling?

Event scheduling refers to the process of planning, organizing and coordinating the timing and logistics of an event. This involves determining when and where the event will take place, setting deadlines for different tasks, managing resources and ensuring that all the elements are in place to run smoothly on the day or days of the event.

Effective event scheduling is critical for a successful event. That cannot be overstated. It helps avoid conflicts and makes everything run as planned. At least, that’s the ideal. Event scheduling is part of the larger event planning process, and plans have been known to change. One way to stay on top of those changes is by using event scheduling software.

ProjectManager is award-winning project and portfolio management software perfect for planning, scheduling and managing events. One way we do this is by having multiple scheduling views. For example, the event planner can schedule tasks, resources, costs and more on robust Gantt charts. These fundamental scheduling tools can link all four types of task dependencies to avoid costly delays, filter for the critical path to identify essential tasks and set a baseline to track progress in real time.

This schedule is then shared across all project views. That way, event teams can use the visual workflow of kanban boards or powerful task lists to organize their work, while progress automatically updates to the Gantt chart to keep the event planner updated. To keep stakeholders informed, they can use the calendar view for an overview of progress. Get started with ProjectManager today for free.

Event Scheduling Steps

Event scheduling involves a series of steps that guide the planning and organization of an event. These steps are crucial for ensuring the event runs smoothly and successfully. Here’s a short rundown of the typical event scheduling process.

• Define the Event Goals: Clarify the purpose and key outcomes you aim to achieve.
• Identify a Target Audience: Determine who your target attendees are and choose a suitable date.
• Outline the Event Agenda: List all activities, sessions and breaks needed.
• Set Time Allocations: Assign time slots to each activity, leaving room for transitions.
• Choose a Venue or Platform: Secure a location or virtual platform based on event needs.
• Coordinate with Stakeholders: Confirm schedules with speakers, performers or key participants.
• Utilize Scheduling Tools: Use software to organize and share the schedule.
• Communicate the Schedule: Share the finalized agenda with attendees and stakeholders.
• Test and Refine: Review for conflicts or gaps and adjust as necessary.
• Monitor and Adapt: Stay flexible to handle real-time changes during the event.

What Is an Event Schedule?

An event schedule and event scheduling are related concepts but differ in their focus and purpose. We’ve already explained what event scheduling is. An event schedule is a detailed timeline that outlines an event’s specific activities, sessions or elements. This includes the times at which they will occur.

The event schedule serves as a blueprint for the event. It helps all participants and stakeholders know when and where things will happen. The event schedule is typically a document or a visual chart that provides clarity and organization for all involved in the event management process. The event schedule is the final, structured timeline that represents the scheduled activities during the event, rather than focusing on the process, which is what event scheduling does.

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Event Schedule Template

Use this free Event Schedule Template for Excel to manage your projects better.

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What Should Be Included in an Event Schedule?

An event schedule should include all the essential details to guide the event’s flow, so that all participants, staff and stakeholders are informed and prepared. Here’s a breakdown of what should be included:

Event Name and Description

List the title of the event and a brief description or purpose, so everyone understands the nature of the event.

Date and Time

Include the start date and time of the event as well as the end time or estimated conclusion. Also note time zones, if applicable for virtual or hybrid events across different regions.

Venue/Location

List the venue name, address and room assignments (if the event spans multiple locations). Don’t forget directions or a map to guide participants to the venue (for in-person events). There are also virtual events such as webinars don’t require a physical venue.

Registration and Check-In Times

A clear indication of when registration begins and when check-in closes. Any early bird registration times or deadlines if applicable.

Session or Activity Schedule

Add the titles of all the sessions, presentations, workshops or activities as well as the start and end times of each session or activity. This includes room or location details for each session. Detail the names of speakers, panelists or facilitators as well as any breaks (e.g., coffee breaks, lunch breaks) and their timings.

Special Events or Highlights

If the event includes keynotes, performances, awards ceremonies or special activities, these should be prominently listed with times and details.

Meal and Break Times

Add details for meals (breakfast, lunch, dinner) or refreshment breaks, with specific timing. If there are any buffet-style meals or seated meals, include how much time is allocated for each.

Networking and Social Activities

Any networking sessions or informal gatherings with time slots should be added as well as happy hours or social events, including location and timing.

Transportation or Shuttle Information (If Applicable)

List details on shuttle services, carpooling options or transportation schedules to and from the event venue.

Emergency or Safety Information

If needed, include emergency exits, first aid stations or specific safety protocols during the event (e.g., evacuation procedures).

Contact Information

Event organizer contact details for immediate assistance or questions during the event.

Additional Notes

Any other relevant details for the attendees, such as what to bring, dress code or special instructions.

Time Buffer

Consider a buffer period between sessions or activities in case things run behind or require adjustments.

Event Schedule Example

To better understand event scheduling, let’s imagine a real-life situation. This event schedule example is about customer service and team management basic tracing. It’s a one-day training designed to equip managers with essential skills in customer service excellence and foundational team management strategies.

It’s both an in-person event, at a downtown business center, and available for people who can’t attend a Zoom meeting, taking place on Jan. 20, from 8:30 am until 4:15 pm. The event coordinator is Lisa Carter and her contact information is on the event schedule template, illustrated above.

The goals and objectives of the event are to enhance the manager’s understanding of customer service fundamentals and develop communication, conflict resolution and leadership skills while providing actionable tools for team management and productivity improvement. Finally, the dress code is business casual. Attendees should bring a notebook, pen and a laptop if attending virtually.

Event Schedule Template

For those who like the simple, straightforward and thorough example, we have a free event schedule template for Excel that can be downloaded right now. This is a fully customizable template, which means users who want to add something not included can easily do so.

We added all the pertinent information needed for an event schedule. The top lists the destinations, an event description, where it is as well as other important information for attendees. Below that is a chart that details the time, activity, location and more. It’s a valuable free template for those putting on or attending an in-person or virtual event.

ProjectManager Offers Robust Event Scheduling Tools

A free event schedule template is great, mostly because it doesn’t cost anything. But you get what you pay for. While this event scheduling tool is fine to organize the event, it’s time-consuming. The static document has to be manually updated and it’s not collaborative, which means multiple versions could be circulating, and that can lead to confusion and worse. To avoid these issues, use event scheduling software. ProjectManager is an ideal tool to schedule and manage events. It’s online software, fully collaborative and has all the features needed to schedule, allocate resources and track progress and cost to deliver the event on time and within budget.

Assign Event Planning Tasks and Allocate Resources

The Gantt chart can organize all tasks, including start and end dates, for the event. These tasks can then be assigned resources, from human to nonhuman, and the related costs are also added. This helps estimate an accurate budget as well as send team members off with their marching orders. To better allocate human resources, when onboarding them our software sets their availability, including PTO, vacation and global holidays, including skill sets.

Once assigned, event managers can view resource allocation on the color-coded workload page, which shows who’s overallocated or underutilized. Their workloads can be balanced from that page to keep everyone working at capacity while avoiding burnout. There’s also a team page that summarizes daily and weekly activities. It can be filtered by priority, progress and more.

Monitor Event Costs In Real Time with Online Timesheets and Dashboards

Once the event is scheduled, the real work is just beginning. Event planners have to track their teams and make sure they’re delivering as scheduled. One way to ensure that costs are aligned with the budget is by using our secure timesheets. They streamline payroll, of course, but also provide a window into labor costs. For a high-level overview of progress and performance, use the real-time dashboard or portfolio dashboard, if managing more than one event.

Easy-to-read graphs and charts show live data that reflect time, cost, workload and more. It’s like an instant status report. For a real status report, or portfolio, variance, workload, timesheet and more reporting options, use our customizable reports. They can be filtered to go into detail or summarize progress and shared with stakeholders to keep them updated.

Related Event Management Content

For those looking to read more about event management, below are some more recent articles we’ve published on the subject. There are links to more free templates, a step-by-step guide to planning events and much more.

• Free Event Planning Templates for Excel and Word
• How to Plan an Event: Event Planning Steps, Tips & Checklist
• Event Proposal Template for Word (Free Download)
• Gantt Chart for Event Planning (Free Excel Download)
• Event Budget Template for Excel (Free Download)
• How to Create an Event Budget

ProjectManager is online project and portfolio management software that connects teams whether they are in the office or out in the field. They can share files, comment at the task level and stay up to date with email and in-app notifications. Join teams at Avis, Nestle and Siemens who use our software to deliver successful projects. Get started with ProjectManager today for free.

The post Event Scheduling Basics: How to Make an Event Schedule appeared first on ProjectManager.

ProjectManager is award-winning software that can help you plan, manage and track your events. We’re also the online hub for everything project management-related. You can read weekly blogs, guides and download free event planning templates for Excel and Word. We have free templates for every phase of a project. Below, we collected 12 free event planning templates that you can use to propose, plan and manage your next event.

1. Event Proposal Template

Every event starts as an idea. Someone or some organization wants to have an event and puts out requests for proposals (RFPs). Just as you’d bid for any project, you have to propose why you’re the best contractor to do the job. Convincing that potential client is where our free event proposal template for Word comes in. It gives you the space to prove to stakeholders that you can do what they need to deliver a successful event.

This free event template is broken up into customizable sections. You can add or remove sections that aren’t pertinent to your proposal, but we boiled down the event proposal to the essentials. You’ll find a field to fill in on the purpose of the event, similar to the mission statement. There’s also a place to define the event’s goals and objectives to show you understand what the client wants to achieve with the event. Further cementing your expertise is a field for the target audience you’ll attract to the event, marketing and promotions, value proposition and costs. This free event proposal template should seal the deal for you.

2. Event Plan Template

Once you get the job you’ll need an event plan template to show how the event will run from start to finish. Our free event plan template for Excel helps make sure that you’ll meet deadlines and do so within the budget approved by your client. No different than any other type of project plan, the free event planning template identifies resources and includes phases to make it easier to manage.

Best of all, there’s an option to skip the Excel spreadsheet and get a free trial of ProjectManager, award-winning project management software that can do much more than a static template. Open the software in the Gantt chart to organize your event tasks and add resources and associated costs. You can even make assignments, attach files and add descriptions, tags, priority and more. Everything you add to the spreadsheet populates on a visual timeline so you can see the event in one place, adding milestones and linking dependent tasks to avoid delays. Then set a baseline to track your planned effort against your actual effort in real time, something you can’t do on a spreadsheet. Get started with ProjectManager today for free.

3. Event Budget Template

You got the job and you’re making a plan, but you need to have an event budget to know what to bill your client. If your financial forecast is off, then you could possibly be out a large sum of money. It could be enough to make the whole event a loss for you. To avoid that disaster, you need to use our free event budget template for Excel. This allows you to more accurately estimate the costs of the event before you commit to it so you can make a profit and not lose money.

It’s hard to know how much an event will cost. There are a lot of variables and you have to consider risk, which might impact the event’s costs. Our free budget template lets you collect costs, such as those associated with labor, any consultant fees you might have, raw materials and more. Of course, no two events are exactly alike. That’s why our free template is customizable. You can add things like marketing and promotions or anything else that might be missing from the template to ensure you come up with an accurate figure. There are even columns to track your actual budget against your planned budget to keep on track.

4. Event Marketing Calendar Template

Speaking of marketing, no event is successful without a marketing campaign to attract the event’s target audience. That’s easier said than done. Just like the event plan, there are deadlines, resources and costs involved. It doesn’t matter if you’re working on an email blitz, direct mail or even billboards; there’s a lot to coordinate. Our free event marketing calendar template for Excel helps you put all those ducks in a row. This versatile tool shows you the marketing campaign on a monthly, quarterly or yearly calendar. You can see who’s responsible for what and when that work is due.

The deceptively simple design is very powerful for marketing management. It’s a grid, the same as what you’d see in any calendar, but it allows you to look at the big picture and see the marketing campaign laid out over the month, quarter or year. The template is broken up into tabs, each with the date on the left and the name of the campaign. Following that are the tasks associated with that campaign, including a description, due date and who’s responsible for completing that work. Then you can add the cost for that task, which is a line item of the total budget. There’s even space to add the goals of the campaign and the duration of the entire marketing campaign.

5. Event Task Tracker Template

We’ve talked about landing the job, planning for the event, estimating the budget and even the marketing and promotion campaign that’ll ensure that it’s well attended. What we’ve not talked about yet is how to ensure you’re staying on track. To do that, you need to compare the planned versus actual effort. That way you can see if you’re adhering to your event schedule or lagging behind. You don’t want to find out that you’re behind schedule when it’s too late to take action. You don’t have to worry if you use our free event task tracker template for Excel.

You’ll find everything you need to track your tasks. There’s a place to list the name of your tasks and add a description of the work. If there’s a dependency, you can also list that to avoid costly delays. Then add who on your team is assigned to that task. There’s a place to add the priority of the tasks to know which needs to be done first and the due dates, including start, planned end and actual end dates. Then add the task status to know if it’s delayed, paused open or completed.

6. Event Planning Gantt Chart Template

Of course, all of this must be done within a certain timeframe. Events take place over a specific time, day or days. There’s no wiggle room. Marketing materials have been sent out with the time of the event and nothing is going to change that. Producing that event on time means you have to schedule wisely. Using our free Gantt chart event planning template for Excel can help you make sure that everything is done when it needs to be done.

With our event timeline, you have two parts. On the left is a spreadsheet, again fully customizable, in which we have four columns. There you can list the tasks, start dates, end dates and duration. On the right is a visual timeline, like a Gantt chart, which automatically populates the timeline for your event. You can make phases different colors to make them easy to discern as you get an overview of the event plan in one place.

7. Cost-Benefit Analysis Template

Before you propose to produce an event, you need to know that the project is going to bring a return on your investment. Otherwise, you’re a charity, not a business (though even charities need to remain solvent to continue their good work). To determine whether the event is worth bidding for, use our free cost-benefit analysis template for Excel and see if the expenses you have to put out are going to be recouped.

Our free event planning template does this by capturing the quantitative costs, such as indirect, intangible and opportunity, and pushes those out to whatever the length of your event plan is. Then you list the quantitative benefits, such as direct, indirect, intangible and competitive, again forecast out over the life cycle of the event. From that, the template calculates the total cost and compares that to the total benefit to help you make the right decision.

8. RACI Matrix Template

If you’ve bid and won the event, then you’ve already done a cost-benefit analysis, plan and schedule. Now you have to get your team to work and keep your client updated. They do, after all, have a vested interest in your success. This requires identifying the stakeholders and defining their roles and responsibilities, including your team, and how they relate to the project and its tasks. This is done with our free RACI matrix template for Excel.

RACI is an acronym for responsible, accountable, consulted and informed. Our free event planning template is a spreadsheet in which you can list the project tasks as rows and across the top list all the members of your team, each as an individual column. Then next to the box where their name meets the task, you can note whether they’re an R, A, C or I. This greatly improves your management of the project, team and client.

9. Stakeholder Map Template

Another tool to identify the stakeholders in your event project is our free stakeholder map template for Excel. Remember, stakeholders can be anyone from your team and the target audience for the event, and, of course, the client. Using this visual tool makes it easy for you to see each stakeholder’s impact and how they influence your work.

The free event planning template is easy to use. It’s broken up into a grid of four squares. First, list your stakeholders and color-code them either green to indicate they’re an advocate, yellow if they’re neutral and red if they’re critical and potentially can block work. Then add each to the grip, which is broken up by how to manage them, keep satisfied, manage closely, and the level of their influence, from low to high. This helps you create a stakeholder management and communication plan.

10. Timesheet Template

Finally, you’ll need to keep track of your team as they do their work. Timesheets are valuable tools not only for payroll but to keep track of the cost per hour, vacation and overtime of your team. Using our free timesheet template for Excel can help you manage your team’s time while keeping track of their hours.

The timesheet template helps you track your employees. Start with capturing the personal data, such as name, department, hourly rate, etc. Then define a timeframe for the timesheet and collect their hours. Add the total work hours and you’re able to keep track of where they are in terms of completing their tasks and ensure they’re paid promptly and accurately.

11. Budget Proposal Template

No event has an unlimited budget, so it’s important to have a means to propose what the budget will be. Plus, depending on what the budget is, it could make or break whether the event comes to fruition. Use the budget proposal template for Excel to concisely capture the financial data surrounding a possible project to determine if it’s worthwhile. This is a versatile template that allows you to add a detailed breakdown of salaries, materials, equipment, travel, communication and more.

This template can help ensure you have the funds to pay for all aspects of the event. From hiring the right team of vendors to gathering the needed resources, it allows the project manager to get an accurate estimate of the project’s cost.

12. Creative Brief Template

Creative projects such as throwing an event start with a creative brief. It’s similar to a project brief except it’s aimed at marketing, advertising and design projects, including event planning. Think of it as a game plan that aligns everyone on the project objectives. Use this free creative brief template for Word to outline the project name, objective, target audience, key message, how it will benefit the customer and more.

In addition to creating consistency in project documentation, creative briefs help get stakeholder approval on the event. Once you get their approval, use the creative brief template to better communicate project goals to the involved parties in the venet including photographers, graphic designers, caterers, etc. Feel free to reference it in the future to help improve project outcomes.

Use ProjectManager to Deliver a Successful Event

Free event planning templates are great, but only to a point. For example, our timesheet template has to be manually inputted and there’s no security. ProjectManager is award-winning project management software that has timesheet features that automatically populate and give managers a real-time look into how far they are in completing their tasks. But that’s just one feature of many to help you manage and deliver a quality event for your client.

Plan Your Event on a Gantt Chart

Rather than using an event planning template, timeline template, event budget, tracker, etc., our Gantt chart organizes your tasks, resources and costs and tracks your progress in real time. You can link all four task dependencies and set a schedule baseline, which allows our software to show you real-time data on your progress and performance. That’s how you stay on track and don’t go over budget.

Track Your Progress on Real-Time Dashboards

It’s easy to edit the Gantt; just drag and drop as things change. All details of your event plan adjust accordingly. Then you can toggle over to our real-time dashboard and get a high-level view of everything from your time, cost to workload and the overall health of your project. You don’t have to waste time configuring it as you do with lightweight tools. It’s ready when you are.

Our software has more than Gantt charts, which are more suited for managers. There are kanban boards to visualize the workflow, task lists and calendars for your marketing and promotion push. The multiple project views all work in unison so no matter which tool you’re using, it has the most up-to-date data. Everyone is always on the same page.

Related Event Planning Content

Whether you’re new to managing an event or have worked on dozens in the past, there’s always more to learn. Our site is an online hub for all things project management, which includes event planning. Here is a sampling of our weekly blogs, guides and tutorial videos.

• How to Plan an Event: Event Planning Steps, Tips & Checklist
• How to Plan a Virtual Event: Virtual Event Planning Checklist
• Event Management: A Quick Guide
• Event Project Management Software
• How to Create an Event Budget

ProjectManager is online software that empowers teams to plan, manage and track events in real time. Use our task management, risk management and resource management features to stay productive and on track. Our collaborative platform makes it easy to comment and share files wherever you are. Join teams at Avis, Nestle and Siemens who use our tool to deliver success. Get started with ProjectManager today for free.

The post 12 Free Event Planning Templates for Excel and Word appeared first on ProjectManager.

Successful events should be fun and informative. If you’re struggling with the event budget it can negatively impact the whole event. If your event budget is wrong, that’s even worse; you might not be able to pay vendors or speakers. We’ll help you avoid those pitfalls.

What Is an Event Budget?

An event budget is the estimated costs associated with putting on an event. It’s based on a number of variables from research, expert guidance and planning the event. All events, big and small, need a budget to cover expenses.

The event budget has to forecast all costs, such as site rental, any equipment that’s needed such as chairs, tables, etc., and securing speakers or participants in a panel discussion. There are more costs, of course, but they’re dependent on the type of event being produced.

Planning and budgeting an event is the first step you in delivering a successful event. Even if you’ve produced dozens of events prior to the one you’re budgeting now, there will always be differences. Prices for things change and there’s an inherent risk in putting together an event that can impact your budget.

Creating and managing a budget is one of the most important parts of delivering a successful event. ProjectManager is online software that helps you track resources and costs in real time. Plan your budget on our Gantt chart, including all your resources and costs, and set a baseline to capture that budget. Now you can compare your planned costs against your actual costs in real time. Monitoring costs in real time helps you stay on budget. Get started with ProjectManager today for free.

Types of Events

There are many different types of events. From a holiday party to a business conference, they run the gamut from intimate to large. All events can be broken down into four major subsets. Each has similar budgetary requirements, though there will be slight to major differences between them, too.

Private

A private event could be one that you throw for your partner’s birthday or an anniversary. But it could also be a corporate event or some other business function. These diverse events are usually invitation-only, which means that only those invited can attend.

Corporate

Corporate events are ones that a company sponsors. They tend to focus on the company’s employees or its clients. Corporate events can be used to train staff or educate the public on the brand or a product, celebrate company milestones, usher in changes in the company and provide networking opportunities or team-building exercises.

In-Person

An in-person event is one where the participants and the event staff are all physically present in the same space. This is how nearly all events occurred until recently. But even years ago, events could be conducted over the phone, such as a corporate earnings call for investors and reporters.

Online

An online event also referred to as a virtual event, is one that takes place on the internet. It can be live-streamed or recorded, but the only want to attend is by accessing it online. Technology has improved and it’s possible for attendees and event producers and vendors to interact in real time. This type of event has become so popular because it can attract a larger audience. It’s also becoming common to find hybrid events that offer a physical site and a virtual platform.

Get your free

Event Budget Template

Use this free Event Budget Template for Excel to manage your projects better.

Download Excel File

How to Create an Event Budget

As mentioned, every type of event requires a budget. It could be simple or complex depending on the type and size of the event. But taking the time to forecast an accurate budget is one way to ensure the event goes off without a hitch.

Below we break down the basic steps to creating an event budget. This is a broad view that can be applied to any type of event. Naturally, there will be extra steps depending on what type of event you’re producing, but this gives you the gist.

1. Create an Event Plan

The first thing you need to do is identify your event planning strategy. That means determining what kind of event you’re producing and a ballpark figure of what you’re willing to pay. This leads to a high-level event plan where you lay out the scope of the project.

Related: Event Plan Template

The scope is the event goals, deliverables, tasks, costs and deadline. You’re going to have to determine the venue, speakers, staffing, branding, food, marketing, equipment and more. Once you do this, make sure your stakeholders are in agreement.

Related: Free Project Scope Template for Word

2. Estimate Fixed & Variable Costs

Now that you have a plan, the next step is to forecast the costs. This means understanding the difference between fixed and variable costs and making accurate estimates for them. Fixed costs are also called indirect or overhead costs; those that can’t be changed. For example, rent, utility bills and payroll are fixed costs. Variable costs are expenses that change from event to event including labor costs, materials needed for the event and event utility bills. The latter is also a fixed cost, but the utility bill can be influenced by your event, which is why it lives in both categories. Knowing these costs helps you come up with a more accurate event budget.

3. Create an Event Budget

Now that you have the details you can start to assemble an event budget. You need to know which vendors you’ll be using, the venue for the event and other service providers to assemble your event budget. Creating the event budget helps you track those costs and make sure you’re staying in the green. To do that you need to monitor your actual costs and compare them with the planned costs for the event. Your event is more likely to stay on budget if you can gather data in real time.

What Costs Should You Include in an Event Budget?

We’ve already touched on some costs to include in your event budget. Below is a list of common ones, but it’s not exhaustive. When you’re making an event budget, try to include everything. The more costs you can cover, the more accurate your event budget will be.

Event Marketing

In order for the event to be a success, your audience must know what, where and when it is. These things and more are covered in your marketing costs, which can be emailing your staff, creating a website or doing online ads. Whether you do traditional or digital advertising, those costs must be defined.

Staffing Costs

You’ll need to recruit and hire staff for the event. Instead of going through dozens of job interviews, you can contract with a temporary staffing agency that delivers staffing and other related services, such as catering.

Venue

If your event is in person or online, you’ll still need a venue. That venue depends if the event is physical or virtual. For example, an in-person event needs a space large enough to hold all attendees, vendors and either breakout rooms or a stage for panel discussions and keynote speakers. An online event needs a physical place to record and broadcast from, which means lighting, camera, microphones, etc.

Food & Beverage

Most events have some type of refreshment. The venue might provide this or even a temporary staffing agency or caterer. If not, you’ll have to figure out what you want and the costs associated with buying, storing and delivering the food and drink.

Equipment

Equipment is often part of the price of renting the venue, but that’s not always the case. If the venue doesn’t provide equipment or only a partial list of what you need, you’ll have to seek other places to rent speakers, generators, live-streaming tools, etc.

Travel & Accommodation

Depending on where the event is, transportation and accommodations will be required. That can mean anything from a stretch limo to a taxi. That’s a wide range of costs. If people are coming from out of town are you flying them in or just putting them up? All variables need to be nailed down so you can add costs correctly.

Event Budget Template

This free event budget template for Excel helps you log all the different costs that are related to setting up an event such as the costs of renting a venue, labor costs, equipment and materials. The best part of this event budget template is that it allows you to create a cost estimate and then compare that sum to the actual costs of your event.

ProjectManager Helps With Event Budgeting

That’s a lot of things to keep track of, which is why project management software was developed. ProjectManager is online software that helps you plan and track your event budget in real time. Planning on Gantt charts helps you organize tasks and link dependencies to avoid costly delays. You can also monitor variance in real time to help you stay on budget. But that’s only the beginning of how we help with event budgets.

Use Online Timesheets to Track Time & Costs

Because our software is online, you get real-time data updates to help you track time and costs. That keeps your event on schedule and helps avoid overspending. One tool that tracks time and costs is our secure timesheets. You can see how long everyone is working on their tasks and what the costs related to that are because the pay rate is in the tool, too. Not only do we streamline payroll, but we help you keep your event on track.

Use Project Calendars to Schedule Events

Producing an event requires coordinating a lot of different people. Our software gives you tools to facilitate that process while letting everyone use the tools they’re comfortable with. Plan on a Gantt, but your caterer can view their tasks on the list view. The project calendar takes the plan from Gantt and automatically transfers it to a calendar format to see the schedule and deadlines.

When you’re dealing with vendors and contractors outside of your company, you need to keep everyone connected. Our real-time collaborative platform allows everyone to share files, comment on tasks and tag others to keep them looped in. Our unlimited file storage means you also have a centralized hub for all your documents and plans whenever anyone needs them.

ProjectManager is award-winning project management software that helps you plan, schedule and track events. Our flexible software is able to adjust to how you want to work, giving you the features you need to manage tasks, risks, resources and more. Get started with ProjectManager today for free.

The post How to Create an Event Budget appeared first on ProjectManager.

The desire to remain virtual in some cases is understandable. Virtual event planning means that more people can attend regardless of where they are. But how to plan for a virtual event is still relatively new and some don’t even know what a virtual event is. We’re here to help you plan for a virtual event, including providing you with a checklist so you don’t miss any key steps.

What Is a Virtual Event?

Virtual events take place online. This can be accomplished through a variety of means, such as live streaming the event, playing a recorded video presentation that can be viewed whenever a participant wants or even through audio calls. The main difference between planning a virtual event and traditional event planning is that virtual events widen the net both for speakers and attendees. However, virtual events require planning just as you would for the old-fashioned variety.

Think of a convention or industry-related event that could go on for several days, these are definitely going to require virtual event planning. ProjectManager is online software that gives you the tools to connect with people anywhere and at any time so you can coordinate how to plan a virtual event. Our online Gantt charts can organize your tasks, costs and resources. They’re easy to share and update in real time to keep everyone aligned. Get started with ProjectManager today for free.

Types of Virtual Events

We’ve already mentioned a few types of virtual events in passing, but the topic deserves more attention. There are many different types of virtual events and each requires virtual event planning in order to make sure that they’re a success for all involved. You’ve probably attended one or two of these.

Webinars

A webinar is usually a one-off event used to provide educational or promotional content. It’s presented in real time, though is often also recorded so people can view it later. After the presentation, there’s usually a period open for questions and answers.

Virtual Conferences

As the name implies, this conference is online. It’s usually a real-time event that attracts people of similar interests, whether that’s related to business or some kind of hobby. They can include panel discussions, keynote speakers, online vendor booths and even virtual cocktail hours.

Virtual Corporate Events

Similar to a virtual conference, virtual corporate events are more focused. Attendees are all part of the larger corporation, but the event itself could be for a variety of reasons. It could be an all-hands meeting or retreat, wine-tasting event or any other number of business or more casual gatherings. The only common denominator is that the event is open only to those in the corporation.

Virtual Team Building Events

A virtual team-building event could be part of a larger corporate event. It’s no different than team building in person, except it occurs online. The activities can be the same, such as icebreakers, group fitness and more. Some events will have to be retooled in order to work online, but the goal to build stronger bonds between team members remains the same.

Virtual Hiring Events

One of the more innovative ways to use virtual events is as a hiring platform. A virtual hiring event offers employees the opportunity to interview candidates for open positions. As more companies are open to remote work, virtual hiring allows them to seek out talent from across the globe rather than just within commuting distance.

Virtual Social Events

Getting together virtually has also gained in popularity. Many families who are spread out geographically can reunite online, marriage parties can include those who can’t physically make it to the wedding and friends who are no longer in the same locale can get together for a drink and catch up.

Get your free

Event Plan Template

Use this free Event Plan Template for Excel to manage your projects better.

Download Excel File

Virtual Event Planning Checklist

Now that we know what a virtual event is and how many different types there are, you’re ready to learn virtual event planning. In fact, you’ve probably already attended some kind of virtual event, even if it’s talking to someone on Zoom.

Virtual event planning, though, is more involved. To make sure that you’re checking all the boxes, we’ve assembled a checklist that can be used for almost any of the virtual event types we outlined above.

1. Set Goals for Your Virtual Event

You can’t measure success until you have a set of metrics. Whatever your virtual event might be, you have to decide beforehand what you hope for it to achieve. Do you want to collect emails, distribute eBooks, promote your brand, network with industry professionals, show how to use a new product, etc.? Whatever the goal you decide on will then inform the rest of the event so don’t start without one.

2. Define Your Target Audience

In order to achieve your goals, you must know your target audience. These are your potential customers for a product, fellow professionals for a conference and so forth. This step requires a great deal of research. The better you can define the target audience for the virtual event, the more you can customize the virtual event to meet their needs.

3. Choose Your Event Type

All of the work you’ve done on the first two steps will inform your choice of venue. Here you’ll decide if the event will be live-streamed or recorded (or both), determine if a webinar better suits your purpose and so on. The type of virtual event will help you choose a streaming partner or service to deliver your event to the attendees.

4. Build a Digital Marketing Campaign

Once the above is sorted, you have to get the word out. That means creating a marketing plan. Since you’re virtual event planning, you’ll likely want to market online as well. Though you could also create postcards to snail mail and other old-school promotion tools. For our purposes, we’ll stick to digital marketing.

Promote on Social Media

Social media is a good place to start spreading the word. Use hashtags that your target audience might be following to get them to see your posts. Also, try to determine which platforms they use; business people tend to be on LinkedIn, while others prefer Twitter, Facebook, Instagram, TikTok, Reddit, etc.

Create a Website

If you have a website, that’s the obvious place to start marketing. Create a dedicated page for the event and banner ads to display throughout your site, with a call to action to attend. You’ll want to make the site show up as high as possible in the search results. This requires researching keywords that your target audience uses when searching online. Search engine optimization (SEO) is a key tool to attracting the right people to your site.

Use Online Ads

The two previous suggestions are under the umbrella of organic marketing. The flip side to that is paid media, which includes buying ads on other sites. Search engine marketing (SEM) is a technique to improve your online marketing.

5. Find Speakers, Moderators and Other Key Participants

Again, depending on the type of virtual event you’re planning, you might need keynote speakers, a moderator for panel discussions and others who are there to inform the audience. If so, you need to find them and have funds to pay for their appearance, but also accommodations, such as hotels, food and travel if the event is hybrid (meaning both online and in person).

6. Create a Virtual Event Agenda

Agendas are important documents that keep all meetings on point and avoid wasting time. This is doubly true for virtual events. You need to coordinate your speakers and any other presentations. There’s usually an introduction, a break for breakfast or lunch and so forth. Creating a virtual event agenda organizes the event but also provides a guide for those in attendance.

7. Pick a Date & Time Zone

Even if you record the event for future viewing, you need a date and time to kick off the virtual event. Remember, that this is a global happening. Anyone, from anywhere, can attend. That means you have to pick a time zone in which it will take place so people in other time zones who attend will know when to log on to the virtual event.

Related: Free Event Plan Template for Excel

8. Choose a Virtual Event Platform

There are many services that can host your event online, but you need to contract these services earlier than later. The last thing you want is be unable to broadcast your event to attendees because you neglected to contract with a provider. Here are a few different event platforms for live streaming or pre-recorded videos.

• Zoom
• Google Meet
• Microsoft Teams
• Webex Events

9. Pick a Venue

A virtual event must take place in a physical space. Whether you’re planning a virtual or hybrid event, you need to rent a venue. Yes, it’s possible that all speakers just phone in their presentations from their home or office, but that only further complicates matters and doesn’t always come across as professional. You’ll want to rent a studio or some other place that has cameras, good microphones and so forth to have a professional presentation.

10. Record Your Virtual Event

It’s a good idea to record your event so it lives beyond the actual virtual event and can continue to serve your goals for an extended period. Most platforms have an option for recording and then you can share the link or host the recording on your website.

11. Gather Feedback After Your Virtual Event

You’ll want to have some kind of follow-up with the audience. It’s always good marketing to collect their emails not only to continue to market to these people but get their feedback on the event. This is valuable data to help you better develop and manage the next virtual meeting you’re planning.

Event Plan Template

This free event plan template for Excel helps you create an action plan for your events by allowing you to list down all the tasks that need to be executed, assign them to your team members and track their progress.

ProjectManager Helps You Plan Virtual Events

Virtual event planning requires a flexible tool that can connect people anywhere and at any time, as well as across departments to foster collaboration. ProjectManager is online project management software with the features you need for virtual event planning as well as managing the execution of that plan.

Plan With Multiple Project Views

Virtual event planning involves a lot of different people, especially when planned by a corporation. That means different departments have to work together, from marketing to sales. But each department works differently. We give them the tools they’re comfortable working with. Gantt charts are great for the overall organization, but list views collect tasks and kanban boards show the workflow in a visual setting. Some prefer the calendar view to keep track of important dates. Regardless, all views are updated together in real time so everyone is always working from the most current data.

Collaborate in Real Time

Having everyone on the team use the tools that they’re most comfortable with is only the start. In order for them to collaborate, those tools must deliver data in real time. Our collaborative platform not only updates all project views at the same time but gives everyone the ability to share files, comment at the task level and tag others if needed. Our unlimited file storage means all your event assets can be shared on a centralized hub for easy access. Everything they’ll need to do their job is on the tool.

Managers get visibility into what everyone’s doing. They can check progress and performance at a high level whenever they want with our real-time dashboards or generate customizable reports to dig deeper into the data. Task management features to boost productivity to keep you on schedule and deliver a successful virtual event.

ProjectManager is award-winning software that helps you plan, schedule and track events in real time. With features that run the gamut from resource management to risk management and beyond, you have all the tools you need for virtual event planning. Get started with ProjectManager today for free.

The post How to Plan a Virtual Event: Virtual Event Planning Checklist appeared first on ProjectManager.

Event management can be anything from a birthday party for your kid to a business convention and everything in between. You can do it in person, virtually or a hybrid of both. However you chose to stage your event, event management will help make it succeed.

What Is Event Management?

Event management is the process of creating an event. It involves every aspect of the event, from the idea to the planning, execution and maintenance of the event. It can even continue after the event has been done if there’s any post-event strategizing involved.

Event management starts with an event manager, a topic we’ll explore in a bit. They initiate the plan, deciding on essentials such as when and where the event will take place. They’ll also develop a theme, if appropriate, and oversee the event to make sure it runs as planned.

The event plan can involve a variety of disciplines such as sourcing designing, regulation checks and on-site management, as well as more details. Everything will be outlined in the plan. It should be thorough and coordinate activities in order for everything to happen correctly.

You could use a spreadsheet to organize your event management but project management software makes the job much easier. ProjectManager is online software that can be easily shared. It’s a great collaborative platform to connect everyone involved from the event planner to vendors. Our online Gantt chart helps you organize tasks, link dependent ones to avoid delays and even sets a baseline. That means you can track planned versus actual effort in real time. Get started with ProjectManager today for free.

Event Management vs. Event Planning

Before we dive deeper, it’s important to understand that, while similar, event management and event planning aren’t the same. The general difference is that event planners are the ones with the vision for the event. They also work on the preliminary plans.

Event managers, on the other hand, are the ones who oversee the execution. They add details to the plan and make sure it’s being done correctly.

As you can see, there’s overlap. The event manager and an event planner will often work hand-in-glove or sometimes one person will fill both roles depending on the size and type of event being planned.

For example, the event manager is the one who usually makes the reservations, coordinates with vendors, hires and manages the staff and is on-site during the event. The event planner chooses the theme and concept, selects the venue, plans the menu and arranges for any entertainment or speakers.

Types of Events

As we mentioned, event management can be applied to any event. You have to plan for a child’s birthday party or contend with a potential meltdown. The stakes are just as high for professional events.

People who attend events don’t think about the planning and effort that’s gone into creating a great experience. They do, however, voice their objections when something goes wrong. You don’t want that.

Let’s take a moment to define the various professional events because these can have a financial impact on your business, whether you’re producing the event or running it. A positive experience builds brands, helps with networking and can drive sales. A bad one may result in lost customers and a tarnished brand reputation.

1. Corporate Events

A corporate event is done by a company or organization and is put on for the employees or the customers. There can also be trade events that incorporate many companies, employees and customers. Corporate events run the gamut from formal to informal and can be designed for team building, conferences, recruiting, product launches, etc.

2. Private Events

A private event could mean a birthday party or an event for adults. In terms of professional events, a private one could be corporate, too. The difference between this and the corporate event is that only those who are invited to the private event can attend, unlike a public event, such as a class or workshop, which is open to anyone.

3. In-Person

An in-person event takes place in a physical space and the people who attend are there physically. Most events throughout history have been in-person, but, of course, with the advent of the internet and the development of streaming, there are now more options, as we’ll discuss below.

4. Online

Virtual events are becoming more popular as technology makes these events seamless for participants. They can also help avoid expensive travel, hotel and food costs. In terms of event management, the process is basically the same. Most people, though, prefer in-person, especially when doing business. There are hybrid models available, too, which gives everyone the option as to whether they attend in person or online.

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Event Plan Template

Use this free Event Plan Template for Excel to manage your projects better.

Download Excel File

Event Management Roles

Just as in any project, event management is made up of different people and skill sets to ensure the event goes off without a hitch. We talked briefly about an event manager, but that’s such an important role it deserves more detail.

In addition to the event manager, we’ll look at how an event director fits into the overall event management structure. We’ll look at roles and responsibilities for both and describe some of the skills that each needs in order to succeed at their job.

Event Manager

An event manager does the heavy lifting in event management. As the name says, they’re the people who manage the event. This means they execute the plan and manage the event as it happens to make sure everything is going as expected. As we explained, the event manager and the event planner can be slightly different or share responsibilities. We decided to look at the role of an event manager that would bridge both of those positions.

Role & Responsibilities

Event managers help brainstorm the event concept and implement the event plan. In that capacity, they deal with the budgeting of the event and all related invoicing. That means they also work with vendors and negotiate contracts and sponsorship deals. They handle logistics, keep stakeholders updated, pull needed permits and deal with any post-event reporting.

Skills

An event manager should have a degree in either public relations, communications or hospitality, though project management could also prove useful (and PM experience a must). They need superior communication and marketing skills. An event manager should be a strong leader, organized and able to multitask. Having time management skills and understanding risk management is important as well as knowing how to use a variety of software. Interpersonal skills and conflict resolution are also a plus.

Event Director

An event director is responsible for planning and executing an event, but at a higher level than the event manager, who deals more with day-to-day operations. While the event manager can be involved in the brainstorming and planning, the event director has the final say. They can work for individuals to corporations, nonprofits and government agencies.

Role & Responsibilities

The event director is responsible for making sure that the event staff is trained and understands their responsibilities. They’ll communicate with the event team throughout the planning process to deliver a successful event. That includes making sure that vendors, caterers and other service providers have been hired and are appropriately scheduled. They oversee marketing initiatives and any event promotions to make sure they target the right audience.

Skills

An event director should a degree in hospitality, event management or a related field, such as project management. Classes in hospitality management, event planning, business management, marketing and sales are also helpful. Certifications are good to show they’re knowledgeable and qualified. Beyond that, they need to show leadership, have clear communication skills, be well-organized and understand marketing and budgeting.

Event Plan Template

To plan an event you’ll need to identify all the individual tasks that your team will need to execute. This free event plan template for Excel allows you to list down your tasks, assign them to your team members and track their progress.

ProjectManager Helps With Event Management

ProjectManager is online project management software that has the features you need to help you manage your event. As we mentioned, the Gantt chart can organize your activities, whether it’s a small or big event. But the Gantt chart is only one of our multi-project views.

Plan your Events on Online Calendars

Even if you organize your event on the Gantt, all you have to do is toggle to the calendar view to see your activities in a calendar format. That means you can see start dates and end dates for your work at a glance. Onboard your team and share the plan. They can use the list view or kanban boards if they prefer. Share view-only passes with vendors and they get transparency without being able to change anything important.

Keep Track of Work Hours with Timesheets

Once your team is onboarded, you can set up their availability with our resource management features. This makes it easy to see when they have PTO or holidays when assigning tasks. You can then use our secure timesheets to streamline pay and track the amount of time they’re taking to complete their work in real time. This way, if they’re falling behind, you can reallocate resources and get back on track quickly.

Real-time data not only helps you make better decisions but also allows your team to collaborate and work better together. They can share files, comment and tag others who aren’t assigned to the task so they can help if needed. Add to that our real-time dashboard that gives you a high-level view of the project and customizable reports that go deeper into the data and help with post-event reporting and you have a powerful ally in event management.

ProjectManager is award-winning project management software that helps you plan, schedule and track your work in real time. Our collaborative platform connects teams, vendors and stakeholders so they can all stay updated with one source of truth. Get started with ProjectManager today for free.

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