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Event planning <em>Gantt chart template.</em>

Work back from the date that can't move. Describe the event and get a draft timeline for venue, suppliers, program, registration and the day itself, then adjust it as bookings firm up.

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Free plan · AI generated · Editable and exportable

Start from a brief

Paste something like this.

"We're organizing our company's annual customer conference for around 300 attendees at a hotel in London on 15 October. It's a one day event with two keynote speakers, three breakout tracks, a networking lunch and an evening drinks reception. I've got a core team of three plus support from marketing, a budget of roughly £60k, and we're kicking off planning now in mid July. I need a timeline that gets us from an empty venue shortlist to a run sheet, with owners and deadlines for catering, AV, speakers and registration."

That is the before. Here is the plan Ganttastic builds from it.

Typical timeline · 3 to 6 months

The event planning plan.

An editable event planning Gantt plan generated in Ganttastic, with task bars, dependencies, and milestones
  1. 1

    Concept, budget & date

    • Define event goals, format and target attendance
    • Confirm the total budget and secure internal sign off or sponsorship
    • Lock a provisional date and check for clashes with holidays and industry events
    • Assign core roles: event lead, logistics, marketing and budget owner
  2. 2

    Venue & supplier booking

    • Shortlist venues, run site visits and check capacity, AV and accessibility
    • Negotiate and sign the venue contract; pay the deposit
    • Book and contract the caterer; agree the menu and dietary options
    • Contract AV, staging, lighting and Wi-Fi suppliers
    • Confirm speakers, entertainment or facilitators and sign agreements
  3. 3

    Program & content

    • Finalize the run of show and agenda, including breakouts and breaks
    • Brief speakers, collect slides and schedule a rehearsal
    • Design branding, signage, name badges and printed collateral
    • Arrange event insurance, permits and a health & safety plan
  4. 4

    Marketing & registration

    • Build and launch the event page and open registration or ticketing
    • Run email and social campaigns to drive sign ups
    • Track RSVPs and ticket sales against target
    • Send joining instructions, the agenda and reminders to attendees
  5. 5

    Logistics & final prep

    • Confirm the final headcount and give guaranteed numbers to the caterer
    • Finalize the floor plan, seating and room turnaround schedule
    • Brief staff and volunteers; publish the on site roster and contact list
    • Arrange transport, parking and accommodation blocks
    • Assemble delegate packs, badges, signage and speaker gifts
  6. 6

    Event day & wrap up

    • Set up the venue, run an AV check and full rehearsal
    • Manage on site check in, registration and attendee queries
    • Run the event to the run sheet and handle real time issues
    • Oversee teardown, lost property and venue handover
    • Send thank yous, settle invoices, survey attendees and debrief against budget

Key dependencies

  • The venue contract is the true critical path anchor: you cannot lock catering numbers, floor plans, AV rigging or accessibility arrangements until the space is confirmed, so book it early and treat its deposit deadline as a hard milestone.
  • Budget sign off gates every commitment before it, and speaker or VIP confirmations gate the agenda, which in turn gates marketing collateral and the registration page.
  • Final catering and staffing numbers depend on registration closing, usually 7 to 14 days out, so that close date drives a cluster of late tasks like guaranteed numbers, badges and delegate packs.
  • Permits, insurance and health & safety approvals should run in parallel from the venue booking onwards, not be left to the final week.

Timeline risks

  • Event plans slip most often at venue negotiation and speaker or VIP confirmation, where you are waiting on third parties who effectively control the date.
  • Registration almost always runs slower than hoped, so guaranteed catering numbers and printed collateral get squeezed against supplier cut off dates.
  • Buffer a week either side of the venue booking and the registration close milestone, and confirm speakers in writing before you print or promote the agenda.

How to use it

Make it your plan.

  1. 1

    Open the AI planner

    Start a new plan in Ganttastic and choose to generate it with AI.

  2. 2

    Paste or edit the brief

    Use the event planning brief above as a starting point and tweak it to match your project.

  3. 3

    Ganttastic generates your plan

    The AI drafts tasks, milestones, dependencies, and dates for your event planning.

  4. 4

    Edit and assign

    Adjust tasks and dates, rewire dependencies, and assign owners.

  5. 5

    Share or export

    Send a live link to stakeholders, or export to Excel, PDF, or PNG.

Questions, answered.

Cannot find what you need? Email support@ganttastic.com and you will hear back within one business day.

Your event planning.
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