Event Planning Management
Plan flawless events with ChecklistGuro. Our Event Planning Management solution streamlines every step, from vendor selection to post-event analysis, ensuring seamless execution and exceptional results.
No credit card or cancellation needed.
Reduced Stress
Improved Efficiency
Reduced Budget Overruns
Improve Your Event Planning with Automated Workflows
Stop juggling spreadsheets and endless email chains. Our Event Planning Management solution automates repetitive tasks, assigns responsibilities, and enforces deadlines - giving you a clear, real-time view of every detail. Gain back valuable time and reduce the risk of costly errors.
Centralized Event Data for Complete Visibility
No more scattered information. Our platform consolidates all event-related data - budgets, vendor contracts, guest lists, timelines - into a single, accessible location. Empower your team with the information they need to make informed decisions.
Maximize Your Event ROI with Data-Driven Insights
Go beyond just planning an event - measure its impact. Our solution provides robust reporting and analytics, allowing you to track key metrics, identify areas for improvement, and demonstrate the value of your efforts.
Modern Event Planning, Effortlessly Managed
Leave behind outdated processes and embrace a modern, intuitive event management solution. Our user-friendly interface makes planning and execution a breeze, even for non-technical users.
Mobile Event Management: Plan on the Go
Stay connected and in control, wherever you are. Our mobile app empowers your team to manage tasks, communicate, and track progress from any device.
Event Planning Solution that Grows With You
Whether you're planning a small corporate meeting or a large-scale conference, our platform is designed to scale with your needs. Easily manage multiple events simultaneously with customizable templates and workflows.
Features of our Event Planning Management Solution
Planning & Design Features
Event Definition: Ability to define event types (Conference, Wedding, Concert, etc.) with customizable templates.
Budgeting: Create and manage event budgets, track expenses against allocated amounts, and flag potential overruns.
Venue Sourcing & Selection: Integration with venue databases or manual input for venue details (capacity, amenities, pricing)
Vendor Management: Database of vendors (catering, photography, A/V, entertainment, etc.) with contract tracking and performance ratings.
Task Assignment & Scheduling: Automated task assignment to team members and vendors, with deadlines and progress tracking.
Timeline Creation: Interactive timeline visualization with dependencies between tasks. Automatic scheduling adjustments when delays occur.
Guest List Management: Import/export guest lists (CSV, Excel), track RSVPs, dietary restrictions, and special needs.
Seating Arrangement: Drag-and-drop seating chart editor.
Menu Planning: Creation and management of menus, including dietary options and allergies.
Decor & Theme Selection: Ability to define event themes and related decor requirements.
BPM Workflow for Approvals: Automated approval workflows for budget, venue, vendor contracts, and other key decisions.
Execution & Monitoring Features
Real-Time Task Management: Mobile app access for team members to update task status, report issues, and communicate in real-time.
On-Site Checklists: Customizable checklists for event day tasks, ensuring nothing is missed.
Communication Hub: Centralized communication platform for internal team, vendors, and potentially guests (depending on scope).
Incident Reporting: Mechanism for reporting and tracking event incidents (e.g., power outage, vendor no-show).
Live Dashboard: Real-time dashboard displaying key event metrics (attendance, budget status, task completion).
Automated Reminders: Automated reminders for team members, vendors, and attendees.
Resource Allocation: Tracking of equipment and personnel allocation during the event.
BPM-Driven Contingency Plans: Ability to trigger pre-defined contingency workflows in case of unexpected issues.
Post-Event & Analysis Features
Feedback Collection: Automated surveys and feedback forms for attendees, vendors, and internal team.
Data Analysis & Reporting: Generate reports on event performance, including ROI, attendee satisfaction, and budget adherence.
Vendor Performance Evaluation: Formal vendor evaluation process based on collected feedback and performance metrics.
Lessons Learned Documentation: Structured process for documenting lessons learned from each event to improve future planning.
Archiving & Knowledge Base: Secure archiving of event data and creation of a knowledge base for future reference.
BPM-Driven Process Optimization: Use BPM analytics to identify bottlenecks and inefficiencies in the event planning process.
BPM Platform Features
Process Visualization: Graphical representation of the event planning workflow.
Business Rules Engine: Ability to define and enforce business rules (e.g., automatic vendor selection based on budget).
Role-Based Access Control: Control access to event data and functionality based on user roles.
Auditing & Traceability: Complete audit trail of all actions performed within the system.
Integration Capabilities: APIs and connectors for integration with other systems (CRM, accounting software, email marketing platforms).
Scalability & Flexibility: The BPM platform must be able to handle a varying workload, with the ability to support many events simultaneously.
Guide for our Event Planning Management Solution
Sing In or Sign Up for a new account
Setup your profile
Go to Profile
Confirm your Email
Set your password (if not already done)
Set your Name, Username and Locale
Getting Started Task
Go to Tasks or Home
Start your "Getting Started" task
Check what we have installed for you
Finish the task
Dashboards
Go to Events Calendar and check how many events you have each day, week, month
Go to Events Map and check how the locations of your events
Go to Events Timeline and check the timeline and duration of your events
Go to Revenue Chart and check how much revenue is made every day
Models
Go to Models
Open Vendor model and review it's elements/properties, add/remove/change elements if needed
Open Client model and review it's elements/properties, add/remove/change elements if needed
Open Equipment model and review it's elements/properties, add/remove/change elements if needed
Open Event model and review it's elements/properties, add/remove/change elements if needed
Create Vendor
Go to Vendors and click on "Create" button (top right corner)
Fill out the details and Save
Create Client
Go to Clients and click on "Create" button (top right corner)
Fill out the details and Save
Create Equipment
Go to Equipment and click on "Create" button (top right corner)
Fill out the details and Save
Create Event
Go to Event and click on "Create" button (top right corner)
Fill out the details and Save
Invite a Colleague
Go to Users and click on "Create" button (top right corner)
Fill out the details and click Save
Create Checklist and Task
Go to Checklists and click on "Create" button (top right corner)
Add a few elements for test purposes and create your first Checklist
Click on Assign (top right corner) and assign a new task to to colleague you invited
You can also assign the Checklist to your colleague by going to Tasks > Create > Fill details > Save
Install Checklist Template
Go to Checklists and click on "Templates" button (top right corner)
Filter for Templates in category "Event Planning Management" (if not already done)
Click on any of the templates
Once the template is opened click on "Install" (top right corner)
Check out the platform Documentation
If you have any questions or need help go to Support and create a ticket for us
Frequently Asked Questions
What types of events does your solution support?
Our solution is versatile and works for a wide range of events, including corporate events, conferences, weddings, festivals, non-profit fundraisers, and more. Whether you're planning a small gathering or a large-scale event, ChecklistGuro can help.
What are the key features?
Our solution offers a comprehensive suite of features, including checklist creation & management, task assignments & tracking, vendor management, budget tracking & expense reporting, attendee registration, real-time collaboration, and customizable reporting.
How does ChecklistGuro help me stay on budget?
ChecklistGuro provides integrated budget tracking tools, allowing you to monitor expenses, compare vendor quotes, and identify potential cost overruns. You can set budget limits, track spending against those limits, and receive alerts when approaching your budget threshold.
Is ChecklistGuro easy to use, even for someone not tech-savvy?
Absolutely! We've designed ChecklistGuro with ease of use in mind. Our intuitive interface and helpful tutorials make it simple to get started, regardless of your technical experience.
Can I collaborate with my team?
Yes! ChecklistGuro is built for collaboration. You can easily share checklists, assign tasks, and communicate with team members in real-time, ensuring everyone stays on the same page.
Can I integrate ChecklistGuro with other tools?
We offer multiple integration options to connect with a variety of other tools. We're continuously adding new integrations based on user feedback.
What kind of support is available if I have questions or need help?
We offer comprehensive support options, including email support, online knowledge base, live chat.
How much does it cost?
Our pricing depends on the size and complexity of your events. Please visit our Pricing for detailed pricing information or contact us for a custom quote.
Can I try ChecklistGuro before committing to a subscription?
Yes! We offer a free trial so you can experience the benefits of our Event Planning Management solution firsthand. We also offer a Free Forever plan for individuals and small teams.
We can do it Together
Make a Request
Have a question? We're here to help. Please submit your inquiry, and we'll respond promptly.