Shortlist 5 venues within budget
Research capacity, pricing, and availability for candidate venues near the target date.
Operations & Personal
Event Planning Board
Coordinate venue, speakers, promotion, and day-of logistics in one Kanban board
Planning an event means juggling venue contracts, speaker outreach, promotion deadlines, and a dozen day-of details that all need to land at the right time. This Kanban board template gives event organizers a single place to track every task from initial scouting through post-event wrap-up. Columns are organized around the natural lifecycle of an event, so nothing slips between planning and execution. Pair it with the MCP server to let an AI agent create tasks, move cards between columns, and check status without you touching a spreadsheet.
kanboard.io/templates/event-planning
Template preview
Event Planning Board
6 columns
Backlog & Ideas
3Capture every potential task, vendor, or idea before it's scheduled or assigned.
Brainstorm keynote speaker list
Compile names of potential keynote speakers relevant to the event theme.
Draft sponsorship tier ideas
Outline potential sponsorship packages and benefits for prospective sponsors.
Venue & Logistics
4Track everything related to securing the venue and arranging physical logistics.
Sign venue contract
Finalize and sign the contract with the selected venue, confirming date and room layout.
Book AV equipment rental
Reserve microphones, projectors, and speakers needed for the main stage.
Arrange catering for 200 guests
Confirm menu, headcount, and delivery time with the catering vendor.
Order signage and badges
Design and order directional signage and attendee name badges.
Speakers & Content
3Manage speaker confirmations, session content, and rehearsal scheduling.
Confirm keynote speaker contract
Send and finalize signed agreement with confirmed keynote speaker.
Collect speaker slide decks
Request final slide decks from all speakers two weeks before the event.
Schedule speaker rehearsal
Set up a dry run for each speaker to test AV and timing.
Promotion & Registration
4Handle marketing campaigns, ticket sales, and attendee communications.
Launch email campaign to past attendees
Send save-the-date and early bird ticket emails to the mailing list.
Publish event landing page
Build and publish the registration page with agenda and speaker bios.
Post event announcement on social media
Share event details across social channels with registration link.
Send reminder emails to registrants
Email confirmed attendees with parking, schedule, and check-in details.
Day-Of Execution
3Track tasks that must happen on the event day itself, from setup to teardown.
Set up registration desk
Arrange check-in tables, badge printer, and staff assignments before doors open.
Run AV sound check
Test microphones, projector, and streaming setup one hour before start.
Coordinate volunteer shift schedule
Confirm volunteer arrival times and station assignments for the day.
Wrap-Up & Follow-Up
3Close out the event with thank-yous, feedback collection, and reporting.
Send thank-you emails to speakers and sponsors
Personalize thank-you notes to key contributors within 48 hours of the event.
Distribute attendee feedback survey
Email a short survey to all attendees to gather feedback for next year.
Compile post-event budget report
Summarize actual spend versus budget across venue, catering, and promotion.
How to run this board
Step 1
New ideas and vendor options land in Backlog & Ideas until they're ready to be scheduled.
Step 2
Once a venue is chosen, tasks move into Venue & Logistics for contracts and physical setup.
Step 3
Speaker outreach and content collection happen in parallel under Speakers & Content.
Step 4
Promotion & Registration tracks marketing pushes and attendee communications as the date approaches.
Step 5
On event day, tasks shift to Day-Of Execution, then close out in Wrap-Up & Follow-Up after the event ends.
AI agent usage
Run it with AI agents
An AI agent connected via the MCP server can manage this event board end-to-end: creating tasks from vendor emails, moving cards from Backlog & Ideas through Venue & Logistics, Speakers & Content, Promotion & Registration, Day-Of Execution, and into Wrap-Up & Follow-Up as milestones are hit, and flagging overdue items before the event date.
## Event Planning Board
Columns: Backlog & Ideas, Venue & Logistics, Speakers & Content, Promotion & Registration, Day-Of Execution, Wrap-Up & Follow-Up.
Use the MCP server tools (list_tasks, create_task, move_task, update_task) to add new vendor or speaker tasks to Backlog & Ideas, then move_task them into Venue & Logistics or Speakers & Content once confirmed. Move tasks to Day-Of Execution the morning of the event and to Wrap-Up & Follow-Up within 48 hours after.Add a task to Venue & Logistics for confirming the final headcount with catering.
Move all confirmed speaker tasks from Speakers & Content to Promotion & Registration once bios are collected.
List every task still in Backlog & Ideas so I can review what's unscheduled two weeks before the event.
Learn more about the board-centric workflow in Kanban for AI Agents or open the MCP guide.
Frequently asked questions
How many tasks can I add to this event board on the free plan?
The free plan supports 1 project with up to 25 tasks total, which covers this template's sample tasks with room to add more as your event grows.
Can multiple people work on this board at once?
Yes, the kanban board and its columns are shared across your team, so venue, speaker, and promotion tasks stay visible to everyone involved in planning.
Can I customize the column names for a different type of event?
Yes, columns like Venue & Logistics or Speakers & Content can be renamed to match your specific event type, such as a conference, wedding, or product launch.
Does this template work with the MCP server for AI agents?
Yes, the board's tasks and columns are fully accessible through the MCP server tools, so an agent can create, move, and update tasks programmatically.
What happens if I need more than 25 tasks?
You'll need to upgrade to the pro plan, which costs $12/mo or $96/yr and removes the task and project limits of the free plan.
Can I use keyboard shortcuts or the command palette to manage tasks faster?
Yes, the board supports keyboard shortcuts and a command palette so you can quickly create tasks and jump between columns without using the mouse.
Related templates
Ready to create this board?
Sign in and use the template to create a project with columns and sample tasks.