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Planning campus events in Asana

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Planning campus events requires coordinating multiple stakeholders, managing numerous tasks, and staying on top of deadlines. Whether you're organizing a small club meeting or a large-scale campus festival, Asana provides the tools needed to keep your event planning on track and ensure everything runs smoothly from conception to execution.

Get set up

The first thing to do is to create a project for your event. Click the + Create button in the top bar, and either select Blank project or choose our event planning template to get started quickly. Give your project a descriptive name like "Fall Festival" or "Career Fair," and invite your planning committee members using their email addresses.

Create and organize your tasks

Planning Campus events in Asana

Break your event planning down into specific tasks. If you're using list or board, create sections to organize tasks by time period e.g., 3 months before, 1 month before, Week of event, or by category e.g., Venue, Marketing, Vendors.

Assign tasks to team members responsible for different aspects of the event. Remember, you can only assign a task to one person in Asana - this ensures clear ownership and accountability.

Set due dates for each task, working backward from your event date. This creates a clear timeline and helps prevent last-minute rushes. For day-of tasks, you can even set specific times to create a detailed schedule of the event itself.

Track vendors and sponsorships

Create tasks or milestones to track each vendor or sponsor you're working with. Use subtasks to track important steps like contract signing, payment processing, and day-of logistics. You can attach relevant documents like contracts or invoices directly to the tasks for easy reference.

Keep track of your budget using custom fields. Create fields for cost estimates, actual costs, and payment status to maintain clear financial oversight of your event. Use formula custom fields to perform calculations directly in Asana, this is useful when comparing your estimated budget vs actual budget.

Manage marketing and promotion

Set up a section for marketing tasks including social media posts, email announcements, and physical promotional materials. Switch to timeline view to visualize your marketing schedule and ensure promotional activities are properly timed leading up to the event.

Create forms for event registration, volunteer sign-ups, or event feedback. When someone fills out the form, it automatically creates a task in your project, making it easy to track attendees, volunteers, and feedback.

Day-of coordination

Create a detailed schedule for the day of the event using tasks with specific times. Your team can access this schedule from their phones using the Asana mobile app for iOS or Android, making it easy to check what needs to happen, and when.

Use comments to communicate with team members in real-time during the event. This keeps all communication in one place and creates a record you can reference for future events.

Tips for success

To make the most of Asana for your campus events:

  • Use templates - Save your event project as a template to make planning future events easier.
  • Keep documentation centralized - Store all event-related files and documents as attachments in your Asana project.
  • Create checklists - Use subtasks for detailed setup and teardown procedures.
  • Track attendance - Use custom fields to monitor RSVPs and actual attendance.
  • Document feedback - Create a section for post-event feedback to improve future events.

Additional resources

  1. Watch video tutorials in the Asana Help Center to help you learn the basics.
  2. Visit the Asana Academy to register for a live training or take one of our on-demand courses.

 

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Campus Event Planning with Asana