Event planning checklist template
An event planning checklist as a board, with 4 columns: To Do, Booking, Waiting on Reply and Confirmed. Every booking and job is a card with an owner, a deadline and its own checklist, so nothing depends on one person's spreadsheet.
Free for 3 projects, forever. No credit card.
Book the venue
Order name badges
Catering for 120
AV quote from the venue
Keynote speaker
Save the date sent
The 4 columns
What each one is for. Rename, reorder or add columns whenever the work needs it.
- To Do
- Everything the event needs, not started yet.
- Booking
- Someone is getting quotes or making the booking.
- Waiting on Reply
- Asked and waiting: a quote, a contract, a speaker's yes. The comment says who you're waiting on.
- Confirmedcounts as done
- Booked, paid or done. Counts as done.
How to plan an event with it
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Step 1
List everything as cards
Venue, catering, speakers, AV, travel, signage, invitations. One card per booking or job. Tag them by area, like Venue or Comms, so each person can filter to theirs.
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Step 2
Mark the dates that matter
Add milestones for the event day and the deadlines before it: save the date, final numbers to the caterer, print deadline. They sit beside the board with today marked.
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Step 3
Give every card an owner and a deadline
Work back from the event date. Focus lists what's overdue and due this week across every board, so late bookings surface early.
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Step 4
Use checklists for the detail
The venue card might hold: deposit paid, floor plan agreed, access times confirmed, Wi-Fi details. The card shows how much is left.
With your AI agents
An agent can turn a run sheet or a list of suppliers into cards, chase what's been waiting longest in a comment, and tell you what's still open a week before the day.
Agents connect over MCP or the REST API, on every plan, and act as you.
agentcreate_project("Summer meetup", template: "event-planning")
agentadd_milestone("Summer meetup", "Final numbers to caterer", "2027-06-01")
agentget_focus()
Keep it working
- Record quotes and decisions as comments on the card, so the reasoning is there when someone asks.
- Share a read-only link with the client or the venue, so they can see progress without an account.
- Before the day, export the board as CSV for a printed checklist.
Questions
About this template
Is the event planning template free?
Yes. It's on the Free plan, with 3 projects and unlimited cards, forever. No credit card. Planning with a team on the same board needs Pro.
Can I print the checklist?
Export the board as CSV, on every plan, and open it in any spreadsheet to print.
Is there a timeline or Gantt view?
No. Deadlines live on the cards and the key dates are milestones beside the board. There are no dependencies between cards.
Can the client see the plan?
Yes. Turn on a read-only public link and send it. They see the board as it is, with nothing to sign up for.
Other templates
Start from this template
Free for 3 projects, with no credit card to enter. Every board exports as JSON or CSV whenever you want to leave.