Large Event Planning

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If you are hosting or planning a large marketing event, this is the template for you. It includes an event brief, event project plan, intake and tracking of expenses and participants (registrants, sponsors, exhibitors), and feedback collection post event. This template is a one-stop-shop for your next large event planning project.

Planning large events can be a wild ride. With so many moving parts, you need a way to keep all the details organized and accessible for your team. That's where ClickUp's Large Event Planning Template comes in!

The template helps you plan and execute large events with ease by enabling you to:

  • Organize and track all the moving pieces of your event
  • Easily delegate tasks to team members for quicker execution
  • Provide full visibility into progress at every stage of planning

Whether it’s a product launch, an international conference, or any other type of large-scale event, this template helps your team get it done right—and on time!

Benefits of a Large Event Planning Template

Planning a large event can be a time-consuming and stressful endeavor. But with the right event planning template, you can make the process much easier. Here are some of the key benefits:

  • Quickly identify and track event objectives, tasks, and deadlines
  • Clearly communicate responsibilities and expectations to everyone involved
  • Reduce the chances of overlooking important details
  • Cuts down on the amount of time spent on event planning

Main Elements of a Large Event Planning Template

ClickUp's Large Event Planning Template is designed to help you manage and track the progress of large-scale events. This Folder template includes:

  • Custom Statuses: Create tasks with custom statuses such as Closed, Open, Withdrawn, Open, In Progress, and more to keep track of the progress of each step in the event planning process
  • Custom Fields: Categorize and add attributes to manage your tasks and easily visualize the steps of the event planning process
  • Custom Views: Open 4 different views in different ClickUp configurations, such as the Event Brief, Welcome, List and Meeting Minutes, so that you can hit the ground running
  • Project Management: Improve event planning tracking with tagging, nested subtasks, multiple assignees, and priority labels

How to Use a Large Event Planning Template

Organizing a large event can be a daunting task. But by following these steps and using the Large Event Planning Template in ClickUp, you’ll be able to keep track of all the moving parts and make sure your event runs smoothly.

1. Establish a budget

Before you get started with planning, you need to set a budget. This will help you decide how much you can spend on things like catering, venue, decorations, etc. and ensure that you stay within your limits.

Use custom fields in ClickUp to track your budget and assign budgeted amounts to each task.

2. Create a timeline

Now that you have a budget, it’s time to create a timeline for the event. This should include tasks like booking a venue, finding vendors, and ordering supplies. Make sure to plan ahead and give yourself enough time to get everything done.

Use the Gantt Chart in ClickUp to create a timeline for all the tasks you need to complete.

3. Identify tasks and assign them

Now you need to break the event down into smaller tasks and assign them to team members. It’s important to be clear about who is responsible for each task and when it needs to be completed.

Create tasks in ClickUp and assign them to specific team members.

4. Monitor progress

Finally, it’s important to monitor progress and make sure everything is running on schedule. Set reminders and goals in ClickUp to make sure tasks are completed on time and that your team is on track to meet your desired outcome.

Set Milestones in ClickUp to help track progress and make sure that tasks are completed on time.

Get Started with ClickUp's Large Event Planning Template

Event planners can use this Large Event Planning Template to help everyone stay on the same page when it comes to planning and organizing a large event.

First, hit “Add Template” to sign up for ClickUp and add the template to your Workspace. Make sure you designate which Space or location in your Workspace you’d like this template applied.

Next, invite relevant members or guests to your Workspace to start collaborating.

add new template customization

Now you can take advantage of the full potential of this template to plan large events:

  • Use the Event Brief View to keep track of the event details and timeline
  • The Welcome View will help you plan out the logistics of the event and make sure everyone arrives on time
  • The List View will help you keep track of all the attendees and ensure everyone's information is up-to-date
  • The Meeting Minutes View will give you a space to record all the decisions that were made during the event planning process
  • Organize tasks into eight different statuses: Closed, Open, Withdrawn, Open, In Progress, to keep track of progress
  • Update statuses as you progress through tasks to keep stakeholders informed of progress
  • Monitor and analyze tasks to ensure maximum productivity

Get Started with Our Large Event Planning Template Today

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