Overview

Whether you’re planning conferences, webinars, trade shows, or internal events, monday.com provides a powerful and flexible platform to manage every aspect of the event planning process—from concept to post-event analysis. This guide walks you through building a complete, collaborative event planning workflow in monday.com.

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🧩 Why Use monday.com for Event Planning?

• Centralizes all tasks, timelines, vendors, and budgets
• Custom workflows for different event types
• Visual dashboards for tracking progress
• Easy collaboration across teams and departments
• Automations to streamline repetitive tasks

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🗂️ Step-by-Step: Building Your Event Planning Workspace

1. Create an “Event Master Board”

This is your central command board to track high-level event tasks.

Recommended columns:

• Event Name
• Event Type (In-person, Virtual, Hybrid)
• Event Date
• Location/Platform
• Status (Planned, In Progress, Complete)
• Owner (Person column)
• Budget (Numbers column)
• Priority
• Notes (Long Text)

📌 Group items by event type or quarter.

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2. Add a “Task Tracker” for Each Event

Create individual boards per event or use a filtered task board. Include these columns:

• Task Name
• Phase (Pre-event, During, Post-event)
• Category (Venue, Marketing, Vendors, Speakers)
• Due Date
• Owner
• Status
• Dependencies (use Connect Boards or Timeline view)

You can group tasks by phases or weeks leading to the event.

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3. Build a Budget & Expense Tracker

Use a dedicated board to manage your event finances:

Columns to use:

• Expense Name
• Vendor (Link to Vendor board)
• Category (AV, Catering, Promotion)
• Estimated Cost
• Actual Cost
• Paid? (Status)
• Payment Due Date
• Notes

Add a Formula Column to calculate variance:

{Actual Cost} – {Estimated Cost}

4. Create a Vendor Management Board

Track suppliers, service providers, and contact info.

Columns to include:

• Vendor Name
• Category (AV, Catering, Rentals, etc.)
• Contact Person
• Email / Phone
• Availability Status
• Linked Events (use Connect Boards)

Attach contracts or proposals directly using the Files column.

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5. Manage Attendee Lists (Optional)

For invitation-only or internal events:

• Use a board with attendee details
• Include RSVP status, email, dietary preferences, etc.
• Embed a Form View to collect registrations

For public events, use integrations like Typeform or Eventbrite to feed into monday.com automatically.

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📊 Create Event Dashboards

Build a real-time dashboard for each event to monitor key metrics.

Suggested widgets:

Widget	Use
Timeline	Track project milestones
Numbers	Budget overview (Total Budget vs. Actual)
Workload	Resource capacity by team member
Table	List of outstanding or at-risk tasks
Calendar	See upcoming tasks and deadlines

⚙️ Automate Your Event Planning Workflow

Use automations to save time and reduce errors.

Trigger	Action
Task status changes to “Done”	Notify next assignee
Event Date is 7 days away	Send reminder to team
Expense status = “Unpaid” & due in 2 days	Notify finance team
Task overdue	Alert owner and update status

📌 Use conditional automations for vendor confirmations, task approvals, and status escalations.

🧠 Best Practices

Tip	Why It Matters
Use templates for recurring event types	Save time and standardize workflow
Link boards (e.g., vendors to tasks)	Reduces duplication and increases clarity
Tag event types and priorities	Makes it easier to filter and report
Use updates section for meeting notes	Keeps communication centralized
Lock key columns (on Pro plan)	Protects important event data from accidental edits

🧩 Helpful Integrations

• Google Calendar / Outlook – Sync event timelines
• Zoom – Auto-create Zoom links for virtual sessions
• Slack – Send task and event reminders
• Typeform – Capture RSVPs and feedback
• Google Docs/Drive – Attach agendas, contracts, promotional content

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🎯 Use Cases

Event Type	How monday.com Helps
Conferences	Manage speakers, schedules, attendees, vendors
Webinars	Track registration, promotion, recording links
Internal events	Coordinate teams, agendas, feedback
Trade Shows	Plan booth logistics, team assignments, follow-ups
Fundraisers	Track donations, volunteers, budget, marketing