Personal · Professional · Premium Template

Event Planning
template.

From brief to post-event debrief. 41 tasks - venue, catering, AV, communications, run of show and attendee feedback. Works for conferences, away days, and parties.

Tasks

Phases

Weeks

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What's included

Every task. Nothing missed.

Built from research into what real event planning actually requires. Delete what doesn't apply - the value is in the tasks you didn't think of.

Phase 01

Venue & Brief

Event brief & objectives
Budget sign-off
Attendance estimate
Venue shortlist
Venue site visits
Venue confirmed & contract signed
Date confirmed & published
Event insurance arranged

Phase 02

Suppliers

Catering - brief & quotes
Catering tasting
Catering confirmed
AV & tech brief
AV supplier confirmed
Photographer / videographer
Entertainment / speakers booked
Speaker contracts & briefs sent
Additional equipment hire

Phase 03

Communications

Save the date sent
Event landing page / registration live
Invitations sent
RSVP tracking
RSVP deadline
Dietary requirements collected
Attendee confirmation emails
Final attendee reminder (2 days before)

Phase 04

Final Preparation

Final numbers to caterer
Agenda finalised
Run of show document
Name badges & printed materials
Venue briefing & site visit
All suppliers final confirmations

Phase 05

Event Day

Setup & supplier arrivals
AV soundcheck & tech rehearsal
Speaker rehearsals
◆ Event day
Pack-down
Thank you emails to attendees
Thank you notes to speakers
Final supplier payments
Post-event debrief
Attendee feedback survey results

Why use Gantto
for event planning?

Events have hard deadlines and a lot of parallel workstreams that depend on each other. The Gantt view makes it obvious when something is going to be late - before it causes a problem downstream.

No subscription, no account. Download Gantto once, open the template, and run your event from it.

Venue, suppliers and comms on one timeline

Run of show document as a task - never forgotten

Dependencies flag when supplier confirmation is blocking communications

AV soundcheck and speaker rehearsals included

Milestone markers for event day and RSVP deadline

Reuse the template for every event - adjust dates and go

Your event.
Your timeline.

Open the template, set your event date, and work backwards. Every task slots into place. Share the plan with your team - no login required.