Planning events, such as corporate conferences, marketing activations, or team offsites, requires
managing a long list of tasks, deadlines, vendors, and communications. Without the right tools, things can go awry. But that’s where an event planning template can make all the difference.
The best event planning project management templates help you map out timelines, assign tasks, and track budgets to avoid delays, keep everyone involved on the same page, and ensure nothing falls through the cracks.
We’ve rounded up ten of the best free templates from top project management platforms to help you plan events with confidence in 2025.
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1. monday.com — A visual board that covers every step from concept to execution
Plan out your events thoroughly with monday.com’s event planning template. Built around a drag-and-drop board, the layout includes columns for pre-event prep, logistics, promotion, and post-event tasks — complete with due dates, owners, and customizable labels. Integrated automations and timeline views help you stay ahead of deadlines while keeping your entire team aligned and informed.
Why I like monday.com’s template
monday.com’s event planning template is a strong choice for teams that want to boost visibility and reduce back-and-forth emails. I love how the status columns offer a quick snapshot of task progress across stages. monday also allows users to share projects with guests, which is crucial for keeping everyone aligned as event planning moves along.
With support for automations, integrations, and multiple views, monday provides a reliable framework for managing events at any scale.
2. Asana — A structured template that organizes your event by phase
Plan events with precision using Asana’s clean, phase-based event planning template. From ideation and vendor coordination to promotion and wrap-up, each section is mapped out with task dependencies, priorities, and deadlines. Easily toggle between board, list, and timeline views to manage your event your way.
Why I like Asana’s template
Asana’s template is especially useful for teams running collaborative events with moving parts. I appreciate how each task sits within a clear phase of the event plan, giving you focus and structure from start to finish. The timeline view and automation rules make managing due dates feel seamless. And with the option to invite external collaborators to projects, Asana makes planning events convenient for project managers.
3. Smartsheet — A spreadsheet-style template with built-in timeline control
Get a detailed, spreadsheet-style event tracker with Smartsheet’s event planning template. Designed for planners who love structure, it includes task lists, status fields, owner assignments, and built-in Gantt charts to visualize timelines. You can also set up alerts, approval flows, and budget tracking with ease.
Why I like Smartsheet’s template
Smartsheet’s template is an excellent pick for planners who prefer a table-driven setup but still want powerful features like automation and visualization. I like how the Gantt chart lets you spot potential schedule conflicts early, and the built-in forms facilitate more efficient coordination between vendors and internal teams.
4. ClickUp — A flexible workspace that brings all event details into one place
Manage tasks, deadlines, documents, and calendars with ClickUp’s all-in-one event planning template. This customizable workspace includes folders for timelines, team assignments, budgets, and promotions. Add Docs, checklists, and custom views to match your team’s exact workflow.
Why I like ClickUp’s template
ClickUp’s flexibility is what makes it shine. Whether you’re planning a small meetup or a multi-track summit, you can tailor everything from task fields to visual layouts. I especially appreciate how Docs and task views are integrated in one place — great for keeping everything centralized and easily accessible for everyone within and outside the organization.
5. Trello — A visual checklist that keeps your team on the same page
Trello’s simple, card-based layout makes it easy to manage your event at a glance. The template comes pre-filled with task cards for key event milestones like venue booking, marketing, and speaker coordination. Use checklists, labels, and calendar Power-Ups to enhance planning.
Why I like Trello’s template
Trello’s lightweight design makes it perfect for smaller teams or fast-moving events. I like how you can break tasks into easy-to-track checklists and move them through a simple board. It’s a great option when you need a visual plan that doesn’t require onboarding or complexity.
6. Notion — A minimalist planner with linked databases and full customization
Track every element of your event using Notion’s connected pages and databases. This template includes linked tables for logistics, budget, schedules, guest lists, and notes. Each page can be embedded with files, images, or documents, making it a central hub for solo or team planners.
Why I like Notion’s template
Notion’s strength lies in its adaptability. Whether you’re managing a single-day workshop or a week-long conference, this template gives you the freedom to shape your event plan exactly how you want it. I especially love how databases connect across pages, making information easy to find and update. It also has vendor coordination features, enabling you to share information easily with everyone who has an interest in the project.
7. TeamGantt — A timeline-first template for visual scheduling
Stay on track with TeamGantt’s timeline-centric event planning template. It lays out every task on a color-coded Gantt chart so you can manage dependencies, adjust due dates, and see your full event timeline at a glance. Built-in collaboration tools make it easy to share updates with stakeholders.
Why I like TeamGantt’s template
TeamGantt is perfect for planners who prioritize schedules and visual clarity. I like how the layout makes rescheduling simple and how easy it is to loop in clients or vendors without needing a login. It’s ideal for deadline-driven events with multiple moving parts.
8. Airtable — A data-driven template that blends structure with flexibility
Airtable’s event planning base combines the power of spreadsheets with the usability of a project management tool. It comes with separate tabs for logistics, guest lists, and budget, all of which can be viewed in list, Kanban, or grid formats. This event planning template also allows you to attach files, assign tasks, and link records across tabs.
Why I like Airtable’s template
Airtable’s event base is ideal for planners who manage large sets of data and need flexible views. I love how you can switch from a high-level dashboard to detailed records with just one click. It’s a smart choice for keeping complex event plans organized and accessible.
9. Wrike – A marketing-focused template with campaign tracking built in
Designed for promotional events, Wrike’s template includes a checklist for every phase of the campaign or event, along with start and due dates. Use built-in dashboards and approval flows to manage assets and timelines across departments or stakeholders.
Why I like Wrike’s template
Wrike’s template shines when you’re planning events tied to a launch or marketing campaign. I’m particularly a fan of the integrated dashboards that provide instant visibility into progress and specific details of each task, as well as where each deliverable falls within the project timeline.
10. Teamwork – A detailed task manager with built-in time tracking and milestones
Plan events with precision using Teamwork’s robust event planning template. The platform offers a structured task list with start and end dates, priorities, assignees, as well as built-in time tracking, milestone markers, and workload management. Use Gantt charts or board views to visualize your schedule and keep your team in sync.
Why I like Teamwork’s template
Teamwork’s template is a solid pick for event teams who want both structure and flexibility. I especially like how milestones let you break your event into key phases, while time tracking helps you stay on budget. Its built-in workload management also ensures no one’s overbooked — ideal for managing high-stakes or large-scale events.
What to look for in an event planning template
A good event planning template should help you organize details while simplifying communication. Look for the following features:
- Clear task tracking: Templates should let you assign tasks, set deadlines, and monitor progress at a glance.
- Flexible views: Whether calendar, Gantt, board, or spreadsheet, good templates let you choose how you want to visualize work.
- Automation and alerts: An efficient event planning template includes reminders, recurring tasks, and progress updates, saving you time and reducing the risk of missed deadlines.
- Collaboration features: Your template should support comments, mentions, and team assignments to keep everyone aligned, including external stakeholders.
- Customizability: A good template is customizable to fit different event types (product launch, gala, team offsite).
Read next: Creating Project Timelines: Step-by-Step Beginner’s Guide