Event marketing plan template

Think back to the last event you attended. Odds are you didn’t just show up to the event without knowing the event’s purpose and speaker lineup. Maybe you saw promotional clips on social media or used the agenda on the event’s website to scout your favorite speakers. Thanks to all that hype, you probably had a pretty good idea of what to expect and were excited to attend. 

All of that—promotion that drives awareness and excitement and boosts audience attendance—doesn’t just happen. It’s the result of a dedicated event marketing plan, which maps out all the promotional activities for an event, from pre-event planning to post-event follow-up. 

Event promotion plans are complex, but managing them doesn’t have to be. Asana’s event marketing plan template lets you organize your event marketing strategy in one place, so you can plan, promote, and produce an unforgettable event. 

What is an event marketing plan?

An event marketing plan is exactly what it sounds like: a plan to market and promote an event. The purpose of an event marketing plan is to capture attention and increase event awareness, so you can reach your target audience and drive attendance. 

Your event marketing plan should include an in-depth breakdown of the promotional timeline, including all the steps you’ll take to market your event. That means tracking everything from your pre-event planning (like creating a potential attendee list) to larger promotional initiatives (like launching an event website) and smaller marketing items (like sending out an email blast). You should also track follow-up promotional events, such as posting an event recap on social media. 

Why do you need an event marketing plan?

Event marketing helps spread the word about your upcoming event and drive higher audience attendance. By using an event marketing plan, you can launch event initiatives when your target audience is naturally engaging with media. In short, a well-crafted event marketing plan makes sure your event promotions launch at the right time and in the right place. 

That’s not always easy—but an event marketing template can make it a little easier. 

What is an event marketing plan template?

An event marketing plan template is a framework that allows you to map out your event marketing tasks. Asana’s event marketing plan template lets you see every promotional to-do leading up to the launch of your event, from planning to execution. It also helps you manage day-of and post-event tasks. 

Plus, since our template is a duplicatable resource, you can customize it to use for specific events. For example, say you host different business events, such as industry conferences and product launches. Because each type of event will have its own timeline, you can create one template specific to each event type. This way, you have curated templates for each event type that you can use to plan future events. 

Once you’ve built your template, you can share it across teams, so every stakeholder can see how the event marketing plan is laid out and stay on the same page about what’s happening when. 

What’s included in Asana’s event marketing plan template?

Our pre-built event marketing plan template includes custom sections and tags to help you plan, organize, and launch your event promotions. 

Using the template’s baseline structure, you can break down your event marketing plan to outline essential steps in the promotion process, as well as corresponding tasks, including:

• Planning tasks, such as developing your messaging, creating an invite list, or launching an event registration landing page.

• Promotion tasks, such as sending out a press release or launching a social campaign.

• Day-of-event tasks, such as posting to Instagram as keynote speakers kick off. 

• Post-event tasks, such as sending thank you emails or posting an event recap blog. 

Additionally, you can color code custom tags to track related task information, including:

• The team member responsible for the task

• The task’s due date

• Any task dependencies, so you know which tasks rely on each other to get started

• Task progress, such as if it’s not started, in progress, or completed

• The task’s approval status, such as if it’s ready for review, approved, or needs changes

• What phase of the promotional plan the task is in

• The budget related to the task, if applicable

Benefits of an event marketing plan template

Your event marketing plan probably has a lot of moving parts. With Asana’s event marketing plan template, you can easily collaborate across teams and manage work in one place to keep campaigns on track. 

Here are a few benefits of our event marketing plan template:

• Organize your entire event marketing plan, including pre-event and post-event tasks, in one place. 

• Map out your event marketing timeline before you start working. Easily shift deadlines if your event priorities change or something comes up, such as if a vendor drops out or your team needs more time on a deliverable. 

• Create tasks and adjust date ranges and dependencies, so work starts on time. 

• Provide actionable feedback on assets such as image files and documents, right in the event template. 

• Manage approvals directly in the template, so final due dates are clear, the whole team knows when work is approved, and you can be sure feedback gets implemented before event promotion materials go out.

• Plan and manage promotions in one place, bringing together cross-team members and vendors for better accountability and visibility. 

• Visualize your promotion schedule at a high-level, so you know what’s launching when. 

• Launch initiatives in the right place at the right time, attracting an ideal audience and driving attendance goals. 

• Use milestones to track progress and ensure your promotions are launching on time. 

Integrated features and apps to use with Asana’s event marketing plan template

Our integrated features and apps allow you to communicate with team members, review and approve work, and track plan progress, all without leaving Asana. 

Integrated features

1. Calendar View. Calendar View is a project view where you can see all upcoming and past work in a calendar format. Clearly track what’s getting done and what deadlines are coming up. Give your stakeholders insight into every task’s individual due date, as well as the larger cadence of scheduled project work. Then, click into a task to view more information like the associated custom fields, dependencies, subtasks, and more.

2. Timeline View. Timeline View is a Gantt-style project view that displays all of your tasks in a horizontal bar chart. Not only can you see each task’s start and end date, but you can also see dependencies between tasks. With Timeline View, you can easily track how the pieces of your plan fit together. Plus, when you can see all of your work in one place, it’s easy to identify and address dependency conflicts before they start, so you can hit all of your goals on schedule. 

3. Milestones. Milestones represent important project checkpoints. By setting milestones throughout your project, you can let your team members and project stakeholders know how you’re pacing towards your goal. Use milestones as a chance to celebrate the little wins on the path towards the big project goal. 

4. Custom fields. Custom fields are the best way to tag, sort, and filter work. Create unique custom fields for any information you need to track—from priority and status to email or phone number. Use custom fields to sort and schedule your to-dos so you know what to work on first. Plus, share custom fields across tasks and projects to ensure consistency across your organization. 

Recommended apps

1. Google Workplace. Attach files directly to tasks in Asana with the Google Workplace file chooser, which is built into the Asana task pane. Easily attach any My Drive file with just a few clicks.

2. Gmail. With the Asana for Gmail integration, you can create Asana tasks directly from your Gmail inbox. Any tasks you create from Gmail will automatically include the context from your email, so you never miss a beat. Need to refer to an Asana task while composing an email? Instead of opening Asana, use the Asana for Gmail add-on to simply search for that task directly from your Gmail inbox. 

3. Adobe Creative Cloud. Creative teams do their best work when they can focus on designing. With the Asana for Adobe Creative Cloud integration, creative and design teams can easily access the information they need to kick off work, get feedback from reviewers and approvers, and deliver final assets without leaving Photoshop, Illustrator, or InDesign. See new tasks, share designs, embed XD share links, and incorporate feedback delivered in Asana—all in Adobe Creative Cloud.

4. Canva. With the Canva for Asana integration, easily embed beautiful Canva designs to bring your Asana projects to life. From presentation decks, social media assets, wireframes, to videos, the Canva integration allows you to consolidate all your ideas and designs all in one place so you can seamlessly communicate and collaborate.

FAQs