How-to Use the Event Management Template
Wrike's Event Management template can help you manage all your events through seamless planning and implementation features. It can enable you to:
Boost brand awareness by simplifying your process and focusing on hosting engaging events
Optimize the planning and execution process for your events
Manage all activities and vendors in one place, from logistics to contracts and budgets
Avoid last-minute fire drills, overtime spend, and rush charges from agencies and vendors
Track your event performance to demonstrate impact and justify future needs
When you open the Event Management template in your workspace, you'll see these three folders:
Step 1: Quickstart Guide
Step 2: Launch a new Event
Step 3: See a Pro example
Here, you'll find everything you need to get started with this template quickly, in an easy to navigate Board view. See the Stuff to try (for newbies) section? Try these out! And drag each tasks to the Tried it! section when completed. There's also a Need help? section if you need further assistance. It includes a link to this very guide to make sure you can get started with the template easily.
This is where the tasks you interacted with in Quick Start Guide will bear fruit. If for example, a request form was used, the result will be added to this location. Think of this folder as the foundation of the template. All tools included in the template, such as calendars and dashboards will be populated from the data in this folder.
This folder is a repository for all your active events. All projects requested using the request form will land in this folder. If your event planning tasks are time sensitive, you can set start and due dates for your tasks. To get an overview of the project's progress, click on the Marketing Events folder to use the Gantt chart view. Here, you can monitor the progress of each planning stage.
You can use Table view to see the specifics of each individual task.
Manage creative asset production for your events using the New Board view combined with the Creative/Design workflow available in every project created from a request form.
This folder serves as a repository for your completed events. It will display the Calendar view by default.
Want to see how the pros use Wrike? This folder shows you a real-world example from a certified Wrike expert who has personalized this template to fit their organizational needs. Think of this folder as inspiration for what you could do (with just a little elbow grease) to streamline work across your business.
The Event Management Template includes a number of customized tools to help your team work effectively.
This brings all of your to-dos, from pending approvals to blocked tasks into this easy-to-use personalized productivity board. So, at a glance, you can see your most important tasks easily.
Use the Event Calendar to track all your team's work and work assigned to you by using filters.
Many events require vendors and creative assets. Instead of manually searching your creative assets and vendors, you can use the Event assets requests & vendors dashboard to easily track all vendors and creative assets with one click.
This template includes an Event Management dashboard, found in the dashboard section. It will give you insights into tasks in the following statuses:
Unlike the My Productivity Dashboard, which shows you all the work assigned to you, this Event Management Dashboard will show you all the work taking place in this space.
You can customize the dashboard to suit your needs. Click the three dot menu on the top to add a new widget and select the filter criteria of your choice.
Using the New Event request form allows you to collect all the details required to start working on your events. You can share the New Event request form link with external parties, even with non-Wrike users. To use the New Event request form click the + button next in the top right corner of your workspace, then select Request.
Select the New Event request form answer the relevant questions.
Once the form is submitted the resulting project will land in your 01. Marketing Events folder in Requested status. The New Event project is a custom item type that will show you all the information collected in the request form, additionally, the resulting project contains several subprojects with additional subtasks to provide you with a pre-built event project structure.
You can view the project template that is produced by the request form in the blueprint section, any edits in the blueprint section will affect the resulting project of the request form.
Custom item types allow you to create fully customizable task- and project-based item types that can be tailored to the needs of your whole organization or specific departments and teams. In this template, there are six custom item types available that you can easily include in a new or in-progress project.
Vendors: with this custom item type you can manage your vendors and track them in the Event assets request & vendors dashboard. The Vendors custom item type utilizes the Vendor workflow, which gives you more details about the current status of vendor selection.
E-mail, Brochure, Asset, and Booth graphics: these custom item types work as your creative assets, all of them use the Creative/Production workflow to help you to provide the right follow-up through the creation process.
New Event: this custom item type is generated when submitting a new project request via the request form. It works as an event brief showing all the relevant event information.
In the item's right-side panel, you will find several custom fields displaying data relevant to your events, such as Planned Budget, Spent Budget, No. of Guests, and Registration Goal. You can create your own custom fields to further tailor your custom item types.
Help Center article: How to use Wrike Templates
Template landing page: Event Planning Template
Blog Post: How to Plan an Event: Best Practice Guide