Project Manager
Action items pulled out of threads and onto one board
Event Planner: Every event's days, tasks and vendors on one calendar
Free to start · Invites go out in batches
- The event planning spreadsheet
- Checking who's confirmed the week before
- The retro nobody writes
What's included
3 lists of records, 3 automations and 2 documents. Every automation works from the records you keep here, so a change made once is the one they all see.
Your records
Every list as your copy starts it: its fields, and sample records you can clear in one go.
| Name | Kind | Status | Venue | Event Date |
|---|---|---|---|---|
v2 Launch party | Launch | Confirmed | The Glasshouse, downtown | In 12 days |
Founders meetup | Meetup | Confirmed | Harbor Coffee back room | In 5 days |
Pricing workshop | Workshop | Planning | Online | In 3 weeks |
SaaSCon booth | Conference booth | Planning | Expo hall B, stand 214 | In 5 weeks |
Community open house | Meetup | Done | Office | 9 days ago |
- Ends On, Date
- Setup Date, Date
- Rehearsal Date, Date
- Budget, Number
- Vendor Costs, Rollup
- Notes, Long text
| Name | Status | Event | Due Date | Owner |
|---|---|---|---|---|
Lock the venue | Done | v2 Launch party | 3 weeks ago | You |
Send the invitations | Done | v2 Launch party | 2 weeks ago | You |
Book catering | Done | v2 Launch party | 8 days ago | Sam |
Brief the photographer | Doing | v2 Launch party | 2 days ago | You |
Write the run-of-show | Doing | v2 Launch party | In 5 days | You |
Confirm the headcount with the caterer | To do | v2 Launch party | In 8 days | You |
- Notes, Long text
| Name | Service | Event | Contact | Cost |
|---|---|---|---|---|
The Glasshouse | Venue | v2 Launch party | events@glasshouse.example | 1,800 |
Harbor Catering Co. | Catering | v2 Launch party | hello@harborcatering.example | 1,400 |
Brightbeam AV | AV | v2 Launch party | book@brightbeam.example | 900 |
Inkline Print Shop | Print | v2 Launch party | orders@inkline.example | 320 |
Nadia Osei Photography | Photography | v2 Launch party | nadia@oseiphoto.example | 650 |
Harbor Coffee | Venue | Founders meetup | events@harborcoffee.example | 150 |
- Booked, Checkbox
- Notes, Long text
What runs on its own
Every automation that starts by itself installs switched off.
Starter checklist
Runs on its ownWhen you add an event with a date, adds the tasks that kind of event usually needs, each due counting back from the event date. Edit or delete any of them.
Morning countdown
Runs on its ownEach morning, for every event in the next two weeks, lists the tasks still open and the vendors not yet booked. Says nothing when everything is in hand.
Day-after wrap-up
Runs on its ownThe morning after an event's last day, marks it Done and reminds you to note how it went while it's fresh.
Documents to run it by
- Guide
How Event Planner works
What's in it, what runs for you and when, and a routine for your first week.
- Document
Event day checklist
What to check on the day, from doors to clean-up.
Set up in 4 steps
Event Planner puts every event you run on one calendar, with the tasks, suppliers and budget that get it to the door. Add an event and its run-up is planned for you. It arrives with sample events so you can see it working. These steps make it yours.
Learn how it works
What's in it, what runs for you and when, and a routine for your first week.
Add your next event
What, when and where, with its budget. Then plan its run-up, task by task.
Add your vendors
Who's supplying what, what they cost, and whether it's booked.
Turn it on
A starter checklist for each new event, a morning countdown and a day-after wrap-up.
Before and after
Each event's setup day, rehearsal and show days sit on one calendar, with its tasks, vendors and budget beside it. Add an event and its usual run-up tasks are dated back from the day for you. Every morning at 8 you get a countdown for events in the next two weeks, soonest first, and the morning after an event it's closed with a first line for the retro.
Today
The launch party lives in a spreadsheet with a tab for tasks, a tab for vendors and a budget cell someone keeps overwriting. The setup day and the rehearsal are in one person's calendar, and the meetup the week before is in someone else's.
Ten days out, nobody's sure whether the AV company confirmed, which tasks are still open or who said they'd print the signage. It all comes out two days before, at once.
With Event Planner
Each event has its kind (launch, meetup, workshop or conference booth), a status from Planning to Confirmed to Done, the venue, the budget and its dates: the show day or range, the setup day and the rehearsal. All of them sit on one calendar, coloured by kind, so the week before an event shows every day it takes.
Add an event with a date and it gets the tasks that kind of event usually needs, each due counting back from the day: a launch gets the venue, invitations, catering, run-of-show and signage. Tasks sit on a board from To do to Doing to Done and a calendar that keeps undated ones to one side. Vendors belong to an event and carry what they provide, who to email, what they'll cost and whether they're actually booked, and each event adds up what its vendors cost.
Every morning at 8, a countdown covers each event in the next two weeks, soonest first: days to go, the tasks not yet done with the late ones marked, and the vendors not yet booked. When everything is in hand, there's no message.
At 8:30 each morning, any event whose last day has passed is marked Done, and you're reminded to note how many came, what to repeat and what to drop while it's fresh. An Event day checklist, from doors to clean-up, comes with it to copy for each event.
How it works
Every date the event owns, plotted
Each event puts its setup day, rehearsal, and show-day range on one calendar, coloured by the kind of event, and arrives with the tasks that kind usually needs, dated back from the day.
The countdown runs itself
Inside two weeks of any event, each morning lists what's still open — unfinished tasks, unbooked vendors — soonest event first, and says nothing when it's all in hand.
The wrap-up closes the loop
The morning after, the event is marked done and you're prompted to note how it went while attendance is still fresh.
What it replaces
The event planning spreadsheet
Dates, tasks, vendors and budget sit together, and the calendar is built from each event's own dates.
Checking who's confirmed the week before
The morning countdown names the open tasks and unbooked vendors from two weeks out.
The retro nobody writes
The morning after an event, it's closed and you're reminded to note how it went while it's fresh.
Change it by asking
Once it's yours, describe a change the way you'd ask a colleague, and Cheqq makes it.
- Add a Wedding kind for events
- Add an RSVP count to Events
- Start the countdown three weeks out instead of two
- Add a Catering tasting task to every launch
- Which vendors are still unbooked, and what would they cost?
- Draft the run-up tasks for the conference booth
Questions about Event Planner
How do events and tasks get in?
You add them on the calendar, board or list, or ask Cheqq in chat: “add a founders meetup on 14 March at Harbor Coffee, budget 350”. There's no email address for this template.
Does it make a checklist for each kind of event?
Yes. A launch, meetup, workshop or conference booth gets the tasks that kind usually needs, each dated back from the event day, and none due before today. Change or delete any of them, or ask Cheqq to add what your event needs on top.
Can an event run over several days?
Yes. Give it a last day as well as a first, and the calendar shows the whole run, with setup and rehearsal on their own days. The wrap-up waits until the last day has passed before closing it.
Does it track spending against the budget?
Yes. Each vendor belongs to an event, and the event adds up what its vendors cost next to its budget. The dashboard totals the budgets you've committed across events.
Can I share the event calendar?
Yes. Turn on the Events calendar's feed and anyone with the link can add it to the calendar app on their phone or computer, setup and rehearsal days included. Changes reach them when their calendar app next refreshes.
Does it work for a team?
Yes. Invite your team and everyone works from the same events, tasks and vendors. Task owners are written as names, so they can include people who aren't on Cheqq, like the caterer's contact.
What does it cost to run?
None of its 15 automation steps calls a model, so running it draws no AI credits. Asking Cheqq to do something does, like any chat.
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Start with Event Planner
You get your own copy: your own records and automations. Change any part of it. Or we'll set it up with you.
Free to start · Invites go out in batches