Top 8 Schedule Templates for Corporate Events
Planning a corporate event? Save time and stay organized with these 8 schedule templates designed for conferences, meetings, product launches, and more.
Using templates can help you manage workflows, budgets, and timelines effectively. Research shows planners save up to 10 hours per event and are 30% more likely to stay within budget when using these tools. Below is a quick overview of the top templates and their features:
- Run-Sheets.com: Unlimited tasks, real-time tracking, and team collaboration.
- Canva: Visually appealing designs with branding and sharing tools.
- Microsoft Excel: Combines scheduling and budgeting in a single spreadsheet.
- Smartsheet: Real-time tracking, automated workflows, and team dashboards.
- Trello: Flexible task grouping, mobile-friendly, and timeline tracking.
- Google Docs: Real-time collaboration for shareholder meetings.
- Monday.com: Drag-and-drop interface for training workshops.
- Asana: Customizable for multi-day events with task dependencies.
Quick Comparison
| Template | Best For | Key Features | Price Range |
|---|---|---|---|
| Run-Sheets.com | Conferences & meetings | Real-time tracking, unlimited tasks | Free - $49/mo |
| Canva | Conference schedules | Branding, visual tools, easy sharing | Free - $12.99/mo |
| Microsoft Excel | Budget-heavy events | Budget tracking, flexible timelines | One-time purchase |
| Smartsheet | Large-scale events | Automation, team dashboards | $7 - $25/user/mo |
| Trello | Product launches | Timeline view, mobile-friendly | Free - $17.50/user/mo |
| Google Docs | Shareholder meetings | Real-time collaboration, versioning | Free |
| Monday.com | Training workshops | Drag-and-drop, API integrations | $8 - $16/user/mo |
| Asana | Multi-day events | Task dependencies, mobile access | Free - $24.99/user/mo |
These templates simplify event planning, reduce stress, and help ensure success. Choose the one that fits your event's scale and complexity!
Conference & Corporate Event Planning Template | TeamGantt
1. Run-Sheets.com Event Planning Template
Run-Sheets.com offers a user-friendly template to simplify planning for corporate events, whether it's a small team meeting or a large-scale conference.
With real-time progress tracking, organizers can easily monitor task completion and ensure everything stays on schedule. The platform accommodates unlimited tasks, making it suitable for even the most complex events.
The Pro Unlimited plan stands out by allowing unlimited team members, which is perfect for seamless collaboration between vendors, speakers, and stakeholders.
Here's a breakdown of the available plans:
| Plan Features | Free | Pro | Pro Unlimited |
|---|---|---|---|
| Events Allowed | 1 | 3 | Unlimited |
| Tasks | Unlimited | Unlimited | Unlimited |
| Team Members | 0 | 5 | Unlimited |
| Monthly Cost | $0 | $19 | $49 |
Planners can customize schedules to fit their needs, while the platform's monitoring tools help pinpoint delays. Shareable run sheets keep everyone updated in real time, ensuring events run smoothly.
Up next, we'll look at another scheduling tool designed for various corporate scenarios.
2. Canva Conference Schedule Design
Canva provides a user-friendly template to create a polished, visually appealing conference schedule. Its design tools make it simple to organize and present event details in a professional layout.
Key Features:
- Flexible color options to align with your brand
- Clear, professional typography for easy reading
- Access to a wide range of graphics, icons, and illustrations
- Seamless addition of speaker photos and event images
- Built-in sharing options for email or social media platforms
Canva's Magic Write tool can help you draft session descriptions, perfect for highlighting keynote talks, breakout sessions, or networking opportunities.
How to Customize Your Schedule:
- Pick a Template: Browse Canva's library to find a template that suits your event.
- Add Visuals: Upload your company logo, speaker images, and event-specific graphics for a branded look. Canva supports various file types for easy uploads.
- Share with Ease: Distribute your schedule via view-only links, print copies, email it to attendees, or share directly on social media.
Pro Tip: Use clear session blocks with enough spacing to make your schedule easy to read and visually appealing. This helps attendees quickly understand the event's flow.
Whether it's a one-day seminar or a multi-day retreat, Canva's templates can handle different event formats and lengths.
Up next, we'll look at another tool designed to simplify corporate scheduling.
3. Microsoft Excel Meeting Planner
Microsoft Excel's Meeting Planner is a spreadsheet tool that combines scheduling and budgeting into a single, easy-to-use format.
Key Features:
- Flexible timeline views (hourly, daily, monthly)
- Built-in tools for tracking budgets
- Collaborative editing for team contributions
- Options to add your company’s branding
- Hyperlink support for quick access to external resources
This template shines thanks to its ability to organize schedules and link important documents or vendor details directly within the spreadsheet.
Organizational Tools:
- Event planning essentials like objectives and audience targeting
- Details for logistics, including catering and AV needs
- Task assignments with deadlines
- Budget tracking, comparing projected and actual costs
- A space to store vendor contact details
You can keep all event-related documents in a shared OneDrive folder and use hyperlinks in Excel to connect to essential resources. Add your logo to the template for a professional touch that aligns with your branding.
While Excel helps with detailed scheduling, the next tool takes corporate event planning to another level.
4. Smartsheet Team Event Planner
The Smartsheet Team Event Planner makes organizing corporate events easier by offering real-time tracking and tools for better collaboration.
Key Features:
- Interactive marketing calendars to track important dates and tasks
- Role-specific workspaces for controlled team access
- Tools for managing digital assets and automating content
- Automated alerts and notifications to keep everyone on track
- Budget tracking and forecasting
- Task assignment to clarify responsibilities
This template serves as a central hub for event teams, cutting down on unnecessary meetings and check-ins. Shared dashboards and workspaces ensure smooth collaboration between internal teams and external partners.
Success in Action:
"With Smartsheet, we've reduced time to market by 50% and created an environment of shared responsibility that has truly enabled our teams to make better decisions."
– Brad Martin, Chief Quality Officer, Extreme Networks [5]
Here are some examples of its impact:
| Organization | Results |
|---|---|
| Climate Pledge Arena | Improved event efficiency and faster ticket sales [3] |
| Roche IT | Handled 30% more projects with the same number of managers [2] |
| Box | Managed 10,000 people across 4 countries and 39 million users [3] |
Integration Options
Smartsheet works with tools like Slack, Microsoft Teams, Power BI, Google Sheets, and Jira, helping teams centralize their workflows [6].
Customizable Features
With adjustable columns, attachments, and cell data, the template works for events of any size [4]. It’s designed to handle everything from small gatherings to large-scale corporate events.
For event planners, automated workflows simplify repetitive tasks, while mobile access ensures team members can retrieve event details anytime [3].
Next, let’s look at a template designed specifically for product launches.
5. Trello Product Launch Schedule
This Trello template is designed to simplify the complexities of product launches. It offers clear timelines and tools to keep teams on the same page, ensuring smooth execution from start to finish.
Key Features
- Timeline view: Map out project milestones effortlessly.
- Flexible grouping: Organize tasks by team, type, or phase.
- Mobile-friendly: Make updates on the go.
- Automated scheduling: Tasks and reminders handled for you.
- Real-time collaboration: Work together seamlessly, no matter where your team is.
Timeline Management
The template gives teams a bird’s-eye view of all launch components. You can tweak dates, reassign tasks, and shift resources directly within the platform to adapt to any changes.
| Feature | Purpose | Benefit |
|---|---|---|
| Header Controls | Quick navigation | Scan timelines with ease |
| Card Spanning | Track multi-date tasks | Optimize resource allocation |
| Grouping Options | Visualize workloads | Balance team efforts |
| Mobile Access | Update remotely | Greater flexibility |
These tools make it easier to manage timelines and help set the stage for a successful launch.
Best Practices for Launch Success
- Early Team Integration: Get stakeholders involved early to identify potential challenges and clarify responsibilities.
- Leverage Automation: Use Trello Power-Ups, like Card Repeater, to automate repetitive tasks and save time.
- Centralized Communication: Keep all discussions and updates in Trello to avoid confusion and ensure clarity.
Customization Options
This template is flexible enough to fit any corporate launch event. You can personalize it with:
- Custom labels for different launch phases.
- Checklists tailored to specific events.
- Adjustable timeline views.
- Tools for gathering feedback.
- Metrics tracking to measure success.
Whether you're managing a minor update or a large-scale launch, this template can be adjusted to fit your workflow.
"With Smartsheet, we've reduced time to market by 50% and created an environment of shared responsibility that has truly enabled our teams to make better decisions."
– Brad Martin, Chief Quality Officer, Extreme Networks [5]
6. Google Docs Shareholder Meeting Template
Google Docs offers a template designed to simplify shareholder meetings, making it easy for teams to collaborate and edit in real time. This tool helps keep stakeholders aligned and organized.
Core Features
This template includes several features to help manage shareholder meetings effectively:
| Feature | Purpose | Benefit |
|---|---|---|
| Real-time Collaboration | Allows multiple users to edit at the same time | Cuts down on unnecessary back-and-forth communication |
| Version History | Tracks all document changes and restores earlier versions if needed | Promotes accountability and transparency |
| Access Control | Lets you set specific permissions for viewing or editing | Keeps sensitive information secure |
| Comment Threading | Enables in-document feedback and task assignments | Speeds up decision-making and follow-ups |
Document Layout
The template is designed to cover all essential sections for documenting shareholder meetings:
- Agenda and pre-meeting materials
- Attendance records
- Key discussion points and resolutions
- Voting results
- Action items with follow-up details
Customization Options
You can tailor the template to match your organization's specific requirements:
- Meeting Format: Adjust layouts for annual meetings or one-off sessions.
- Document Style: Ensure consistency with your company’s documentation standards.
- Collaboration Tools: Let team members contribute from anywhere, making it ideal for remote teams.
Tips for Using the Template
Make the most of this template by following these steps:
- Set clear editing permissions before sharing the document.
- Use the comment feature to track discussions and assign tasks.
- Convert finalized documents to PDF for easy distribution.
- Regularly back up your work using the version history feature to avoid data loss.
Next, we'll dive into another scheduling tool that caters to a variety of corporate needs. Stay tuned!
7. Monday.com Training Workshop Planner
The Monday.com Training Workshop Planner is a practical tool designed specifically for organizing training-focused events.
This template simplifies corporate training sessions with its easy-to-use drag-and-drop interface and customizable setup, making it suitable for onboarding or professional development. It also offers strong work management capabilities. With an open API, it integrates effortlessly with calendar apps, communication tools, and other key platforms, ensuring seamless data sharing and better team coordination [7].
8. Asana Multi-Day Event Template
The Asana Multi-Day Event Template helps centralize tasks and communication, simplifying the planning process for extended corporate events. It comes with a ready-to-use structure, including customizable sections and fields to track every event detail. The Timeline View lays out the entire schedule in a horizontal bar chart, making it easier to spot conflicts and adjust dates. Plus, the task dependency feature ensures planners can set prerequisites - like finalizing the venue before designing the floor plan or confirming catering before locking in the menu.
Key features for team collaboration include:
- Stakeholder Management: Assign tasks and bring in external contacts
- Progress Tracking: Mark milestones and monitor overall progress
- Real-Time Updates: Instantly share status updates
On event days, coordinators can rely on the Asana app for mobile access, enabling real-time schedule management and quick responses to changes. Integration with tools like Gmail, Slack, Microsoft Teams, and Outlook keeps all communications and documents in one place, making coordination smoother and more efficient.
To ensure success, establish clear communication channels and define stakeholder roles early. This reduces task overlap and improves collaboration, which is especially important for events involving multiple teams and vendors. The template also makes it easy to create contingency plans and maintain detailed records, helping organizers stay in control throughout the event.
Conclusion
Planning corporate events becomes much easier when you rely on a well-structured schedule template. Research shows that using these templates can save hours of work, making them a smart choice for busy planners [1].
These time savings often lead to noticeable business improvements. For example, Georgia Tech Athletics boosted season ticket sales by 80% by using strategic event planning templates [1]. Similarly, the Denver Broncos enhanced partner engagement by incorporating interactive presentation templates into their planning process.
When choosing a template, consider the following:
- Event Scale and Complexity: Larger events, like conferences, benefit from templates with detailed tracking features, while smaller gatherings may work better with simpler layouts.
- Customization Options: Look for templates that allow you to incorporate your branding and meet unique event needs.
- Integration with Tools: Select templates that work smoothly with your existing tools to improve team collaboration and streamline workflows.
As Lisa Broom, Head of Marketing at Fliplet, puts it:
"Event planning templates provide a structured approach that reduces stress and ensures all details are accounted for" [1].
Budget management is another area where templates shine. With 65% of planners citing budget constraints as a major challenge [1], templates help by offering a clear framework for tracking expenses and allocating resources effectively, ensuring nothing important gets overlooked.
To get the most out of your template, update it regularly and maintain clear communication with stakeholders. This keeps everyone aligned with the event goals and allows for quick adjustments if plans change.
In short, templates are more than just time-savers - they're essential tools for executing successful events. The key is selecting, customizing, and using the right one for your needs.