Campus event planning typically entails a lot of stress, too many to-do’s, plenty of emails, and more deadlines than you can keep up with. Whether your next event has ten or 10,000 attendees, Asana is the perfect event planning tool to collaborate with your classmates and make sure your event goes off without a hitch.
Setting up your event project
- Create a new project for your event. Give the project a descriptive name like “Fall Hackathon” or “Benefit Concert.” Add a project description with a high-level overview.
- Invite other classmates and event planners to be Project member so everyone can assign and complete tasks and follow along for important updates.
- Organize your event planning timeline with sections based on your workback calendar. Use headings like “1 month out,” “Week of,” “Day before,” etc.
- Add tasks to each section and make sure that each task has a due date, assignee, any relevant files attached, and a clear description so everyone knows who’s doing what, by when.
- On the day of your event, you can use Asana to visualize your schedule by adding tasks with due times for each step, including set up, vendor arrivals, guest arrivals, dinner, etc. As the event progresses, your team can complete tasks from a mobile device to make sure everything is on schedule.
Do more with event planning
You can easily track sponsors in your event project. With a task for each sponsor, you can use subtasks to track each step of the process, including reaching out, pitch phone calls and materials, contracts, and sponsor assets, like logos and one-liners. It can be a great place to source ideas for sponsors and track your progress towards collecting funds for your event. Check out our account tracking example for an idea.
Copy an event project
If you are hosting a series of events or the same event on a regular basis, you can create a project template to duplicate. Add items to the template based on lessons learned during previous events. Make a copy of the project for every new event in the series. Using templates make it easy to hand over event planning as students graduate, too.
Track the guest list
Keep track of your guest list in Asana. Use a Google Form for guests to RSVP and integrate it with your event project or a new Asana project. When guests RSVP, their name will appear as a task in Asana. You could even use this project as the check-in list. As each guest arrives at your event, mark the task complete from your mobile device.
Manage outside vendors
Use your project to manage interactions with outside vendors. Create a task for each vendor and subtasks for each step of the process, including getting a quote, finalizing the contract, confirming the timeline, and paying the invoice. When you receive an invoice in your email, use email forwarding to create a task in Asana.
Gone are the days of managing an event with a clipboard—or just email. With Asana, your team will be organized and prepared for your next event, ensuring that your attendees have the best possible experience.