About this template

Optimize your event planning process with this comprehensive CRM solution. Perfect for tracking event details, managing vendor relationships, and coordinating schedules. Streamline your workflow and ensure no detail is overlooked in your event management.

What’s included

Boards

Accounts Board - The Accounts board allows event planning professionals to manage client companies comprehensively. It includes columns for company name, domain, and contact information to maintain detailed records. This board ensures event planners can track deals, industries, and employee numbers, which is crucial for understanding client needs and planning appropriately. Having a detailed company profile and headquarters location helps in personalizing services and organizing events effectively.
Leads Board - The Leads board is designed to streamline the lead management process. Event planners can track the status of potential clients, create contacts directly from the board, and record key details such as company, title, email, and phone number. This board also helps in monitoring the last interaction and active sequences, ensuring no lead is overlooked and improving conversion rates.
Contacts Board - This board is essential for managing individual contacts associated with different accounts and deals. It includes columns for name, email, phone, and title, allowing event planners to keep detailed records of all contacts. The board also tracks the value of deals, priority, and comments, which helps in prioritizing high-value relationships and ensuring personalized follow-ups.
Deals Board - The Deals board helps event planners track the progress of potential business opportunities. This board includes columns for deal name, stage, owner, value, and expected close date. By monitoring the close probability and forecast value, planners can predict revenue and plan resources accordingly. The integration with contacts and accounts ensures that all relevant information is accessible in one place, facilitating better decision-making.
Events Board - This board is crucial for managing the logistics of individual events. It includes columns for event name, date, location, client, and budget, ensuring all necessary details are captured. The status column helps track the progress of event planning, while the notes section allows for detailed documentation of plans and client requirements. This board ensures that all event details are organized and easily accessible.
Campaigns Board - The Campaigns board is designed to manage marketing efforts for events. Event planners can track campaign names, start and end dates, target audiences, and budgets. The status and description columns help in monitoring campaign progress and effectiveness. This board ensures that marketing activities are well-organized and aligned with event goals, ultimately helping to attract the right audience and maximize event success.

Dashboards & Reports

Annual Target - This dashboard helps event planning professionals track their yearly financial goals, ensuring they are on pace to meet annual revenue targets. It also helps in strategizing long-term planning and adjusting resources throughout the year.
Monthly Target - By monitoring monthly revenue goals, event planners can track short-term progress and make timely adjustments to their strategies to ensure they stay on track, improving month-over-month performance.
Average Deal Value - Understanding the average value of deals helps event planners identify high-value clients and tailor their approaches to maximize revenue from each event. This metric is crucial for budgeting and resource allocation.
Active deals - Forecasted Revenue - This dashboard provides insights into potential revenue from active deals, helping planners forecast financial outcomes and prioritize efforts on high-impact opportunities.
Deal status distribution - Monitoring the status of deals in the pipeline allows event planners to identify bottlenecks, improve process efficiency, and ensure a steady flow of closed deals.
Actual Revenue by Month (Deals won) - Tracking actual revenue on a monthly basis helps planners analyze performance trends, adjust sales strategies, and set more accurate future targets.
Pipeline conversion - This dashboard helps planners understand their conversion rates at various stages of the sales funnel, identifying areas for improvement and optimizing the lead nurturing process.
Activity tracker - Keeping track of all activities related to deals ensures that planners stay organized and follow up on all leads, improving client engagement and increasing the likelihood of closing deals.
Forecasted Revenue by month - Predicting monthly revenue helps planners manage cash flow, allocate resources effectively, and plan for upcoming expenses.
Forecasted Revenue by Stage - This dashboard breaks down forecasted revenue by deal stage, providing insights into which stages need more attention to boost overall revenue.
Deals Stages by Rep - Analyzing deals by representative allows event planning managers to identify top performers, provide targeted coaching, and ensure a balanced workload among the team.
Deal Progress based on Month Added - Tracking the progress of deals based on when they were added helps planners assess the efficiency of their sales cycle and identify trends or seasonal variations in deal closures.

Automations

When new email arrives → Notify item subscribers with a message - This automation ensures that event planners never miss important communications from clients or leads, improving responsiveness and client satisfaction.
When an email is opened → Notify item subscribers with a message - By notifying when an email is opened, planners can follow up promptly, ensuring timely engagement and increasing the chances of closing deals.
When 'Create a contact' is clicked → Move the item to the Contacts board - This automation keeps contacts organized, ensuring that all client information is centralized and easily accessible for future follow-ups and event planning.
When a lead is created → Set its status to 'New Lead' - Automatically setting the status of new leads helps planners maintain an organized pipeline, ensuring that no lead is overlooked and that all leads are properly nurtured.
When an activity/email is created in Emails & Activities → Update the 'Last interaction' date - Keeping the 'Last interaction' date updated helps planners monitor client engagement and ensure regular follow-ups, maintaining strong client relationships.

Frequently asked questions

How can this template help me manage multiple event timelines simultaneously?

This template allows you to create detailed boards for each event, complete with timelines, task assignments, and deadlines. You can easily switch between events and track progress to ensure everything stays on schedule.

Can I use this template to track vendor contracts and communications?

Yes, this template includes columns for tracking vendor information, contract details, and communication logs, making it easy to manage all your vendor relationships in one place.

How does this template assist in budget management for events?

The template includes budget tracking features that allow you to input estimated and actual costs, monitor expenses, and keep your event within budget. You can also generate reports to review financial performance.

Can I coordinate event staff schedules with this template?

Absolutely, the template has scheduling features that let you assign tasks to team members, set deadlines, and monitor completion status. This ensures everyone knows their responsibilities and timelines.

How can this template help with attendee registration and management?

This template includes tools for managing attendee lists, tracking registrations, and collecting important information such as dietary preferences and special accommodations. This ensures a smooth check-in process on event day.

Is it possible to track marketing efforts and event promotions with this template?

Yes, the template includes sections for planning and tracking marketing campaigns, social media promotions, and email outreach. You can monitor engagement and adjust strategies to maximize event attendance.

How does this template handle post-event feedback and follow-up?

After the event, you can use the template to send out feedback surveys, collect responses, and analyze the data. This helps in understanding attendee satisfaction and planning improvements for future events.