Best project management software for event planning in 2025

Event planning is one of the most demanding types of project management: there's a fixed date, many vendors, and very little room for error. Unlike an internal software or marketing project, your schedule is tightly chained together—venue confirmation affects vendor timelines, which in turn drive speaker availability, catering deadlines, and attendee communications. On top of that, event teams constantly handle last-minute changes and collaborate with people (like venues and suppliers) who rarely live inside your project management tool.

Because of this, the best project management software for event planning needs to do more than track tasks. It should give you clear timelines, simple boards and checklists for day-of execution, and easy ways to share plans, files, and updates with clients and vendors who are not project management experts. The right tool becomes a shared hub for everyone involved in the event instead of yet another system that only project managers understand.

Typical event planning workflows

Most successful events follow a repeatable set of workflows that your project management tool should support:

• Vendor onboarding and contracts: Shortlist vendors, compare quotes, track approvals, and store signed contracts in one place.
• Run-sheet creation for event day: Build an hour-by-hour run sheet so everyone knows what happens when, who owns each step, and which dependencies must be met.
• Attendee registration and pre-event communications: Track registrations, send confirmations and reminders, and keep marketing, operations, and on-site teams aligned.
• Venue and equipment preparation: Coordinate floor plans, AV requirements, catering, signage, and deliveries with clear deadlines and owners.
• Post-event follow-up: Capture feedback, reconcile budgets, send thank-you messages, and log lessons learned for the next event.

If you're still deciding how to structure your work, you can also explore our guides to project planning tools and Kanban tools for different ways to visualize event timelines and task boards.

Best project management software for event planning in 2025

Here are the top project management software solutions that help event planners coordinate vendors, manage timelines, and plan successful events efficiently:

• Breeze
• Teamwork
• Monday.com
• ClickUp
• Asana
• Wrike
• Zoho Projects
• Trello
• Notion
• Basecamp
• Smartsheet

1. Breeze

• Pricing: Starts at $9 per user/month with all features included.
• Rating: 4.4/5 on Capterra

Breeze is simple yet powerful project management software designed for event planning. It gives you a clear workflow for managing events, helping you coordinate vendors, track timelines, and manage budgets without the chaos of spreadsheets or excessive emails. There's no steep learning curve—just the essential tools you need to plan events, track deadlines, and coordinate with vendors effectively.

If you want to learn more about how Breeze supports event planning workflows, visit our detailed overview.

Core Breeze benefits for event planning:

• Simple event workflows: Keep all tasks, timelines, and checklists for each event in one clear board.
• Timeline management: Create timelines with deadlines and milestones so you always know what needs to happen next.
• Vendor coordination: Store vendor details, contracts, and communications alongside the tasks they relate to.
• Budget and cost tracking: Track event expenses and budgets so you can see at a glance if you’re on target.
• Team and stakeholder collaboration: An intuitive interface that works for internal teams and occasional collaborators.

Why Breeze fits event planners specifically:

• Shareable timelines and boards: Create public or read-only links so clients and vendors can see event plans without needing a Breeze account.
• Mobile-ready checklists: Use simple checklists that work well on phones and tablets for on-site event-day execution.
• All vendor docs in one place: Attach contracts, floor plans, menus, and schedules directly to tasks so nothing gets lost in email threads.
• Clear reminders for non-technical collaborators: Use due dates, comments, and notifications that are easy for clients and vendors to understand and act on.

What people think about Breeze:

"I love the email notifications for comments on important tasks + email reminders on projects and tasks. The time tracking functionality is great. I can analyze my team's performance and identify opportunities for improvements to efficiency."

Source: Capterra

2. Teamwork

• Pricing: Starting at €13.99 per user/month
• Rating: 4.4/5 on Capterra

Teamwork is a strong fit for agencies and teams that run client-facing events and need a clear split between internal work and what the client sees. Its client portal makes it easy to share timelines, tasks, and files with clients without exposing every internal discussion, while built-in time tracking and project financials help you stay on top of billable work across multiple events.

Why Teamwork is a good choice for event planning:

• Client portal for event visibility: Give clients a simple view of milestones, run sheets, and documents without sharing every internal task.
• Separate internal vs. client work: Keep internal planning tasks private while still collaborating closely with clients.
• Great for agencies: Manage many client events at once with portfolios, budgets, and utilization reporting.
• Vendor and supplier tracking: Assign vendors to tasks, attach contracts, and monitor deliverables across multiple events.
• Accurate billing: Use time tracking and reports to invoice clients for planning, on-site work, and post-event support.

If you're interested in tools similar to Teamwork then we have made a list of Teamwork alternatives.

What people think about Teamwork:

"Teamwork has proven to be an indispensable tool in managing my team's projects effectively and efficiently. Its comprehensive set of features, user-friendly interface, and seamless integrations make it a must-have for any team looking to enhance collaboration and streamline its project management process."

Source: Capterra

3. Monday.com

• Pricing: Starts at $8 per user/month
• Rating: 4.6/5 on G2

Monday.com is ideal if you want to automate the busywork around attendee communication and vendor follow-ups. Its visual boards and automations let you trigger reminders, handoffs, and status updates automatically as tasks move through your event planning workflow, which is especially useful for larger teams and multi-day events.

Why Monday.com is a good choice for event planning:

• Automation for reminders: Automatically send attendee reminders, vendor follow-ups, and internal check-ins based on task status or dates.
• Visual overview of events: Use boards, timelines, and calendars to see marketing, operations, and logistics in one place.
• Reusable templates: Save boards as templates for conferences, webinars, or roadshows and reuse them for the next event.
• Form-based intake: Capture speaker details, sponsor requests, or vendor applications with forms that feed directly into your boards.
• Rich integrations: Connect email, CRM, and marketing tools so event data flows easily between systems.

If you're interested in tools similar to Monday.com then we have made a list of Monday.com alternatives.

What people think about Monday.com:

"The visual layout allows me to quickly see where everything stands at a glance for me and my team. I also appreciate that it is sortable, customisable, and very easy to use so onboarding new staff is uncomplicated for the basic features. I use monday every single day to keep track of projects, tasks and my team."

Source: G2

4. ClickUp

• Pricing: Free for basic use, with premium plans starting at $9 per user/month
• Rating: 4.6/5 on Capterra

ClickUp works well for event teams that want to customize everything—from how vendors are tracked to how budgets and tasks are reported. With dozens of views, custom fields, and automations, you can build a workspace that matches complex event portfolios such as multi-track conferences, festivals, or nationwide roadshows.

Why ClickUp is a good choice for event planning:

• Highly customizable workspaces: Model venues, vendors, sponsors, and sessions using custom fields and views.
• Portfolio view for many events: See status, budget, and capacity across all active events in one place.
• Powerful automation: Trigger checklists, assignments, or follow-up tasks whenever an event moves to a new stage.
• Document and asset hub: Store contracts, floor plans, menus, and creative assets alongside tasks.
• Generous free plan: Smaller teams can start with the free tier and scale up as their event volume grows.

If you're interested in tools similar to ClickUp then we have made a list of ClickUp alternatives.

What people think about ClickUp:

"ClickUp has everything we need to manage our event planning projects. The free plan is great, and the all-in-one approach means we don't need multiple tools."

Source: Capterra

5. Asana

• Pricing: Free for basic use, premium features start at $10.99 per user/month
• Rating: 4.5/5 on Capterra

Asana shines when multiple teams need to work together on the same event—marketing, operations, sales, and leadership can all see what’s happening in one shared workspace. Its timelines, dependencies, and collaboration features make it easier to keep campaigns, logistics, and stakeholder approvals aligned.

Why Asana is a good choice for event planning:

• Cross-team collaboration: Give marketing, operations, and on-site teams a shared view of tasks and deadlines.
• Timeline view for campaigns and logistics: See how promotional activities, vendor deadlines, and event-day tasks line up.
• Approvals and comments: Use comments, attachments, and approvals to keep stakeholder feedback in one place.
• Templates for recurring events: Save projects as templates for webinars, launches, or recurring conferences.
• Accessible free plan: Start small with a free tier and upgrade as your event planning team grows.

If you're interested in tools similar to Asana then we have made a list of Asana alternatives.

What people think about Asana:

"I like how notifications are set up, and it constantly keeps me in the loop. I especially been saved a few times when it notifies me that I left a comment but forgot to post it."

Source: G2

6. Wrike

• Pricing: Free plan available, paid plans start at $9.80 per user/month
• Rating: 4.2/5 on G2

Wrike suits event teams that need enterprise-grade reporting and control across many stakeholders and complex approval flows. It’s particularly useful when your event planning spans multiple departments or regions and you need detailed Gantt charts, workload management, and custom workflows.

Why Wrike is a good choice for event planning:

• Enterprise-ready Gantt charts: Plan large, multi-track events with dependencies and critical paths clearly mapped.
• Custom workflows and statuses: Mirror your internal approval steps for sponsors, speakers, or budgets.
• Advanced reporting: Build dashboards showing budget burn, task completion, and team capacity across events.
• Cross-department collaboration: Share work between marketing, finance, operations, and leadership in one system.
• Free and paid tiers: Start with a free plan, then upgrade when you need more structure and automation.

If you're interested in tools similar to Wrike then we have made a list of Wrike alternatives.

What people think about Wrike:

"I appreciate Wrike because it allows us to customize our workflow and adjust it over time to create the ideal platform. Over time it feels like it we designed it ourselves. The customer care team was helpful when we were starting out."

Source: G2

7. Zoho Projects

• Pricing: Free plan available, paid plans start at $4 per user/month
• Rating: 4.2/5 on Capterra

Zoho Projects is a budget-friendly option for teams that already use other Zoho tools (like Zoho CRM or Zoho Campaigns) and want their event planning to plug into the same ecosystem. It covers core project management needs while keeping costs low, which is helpful for lean teams and nonprofits.

Why Zoho Projects is a good choice for event planning:

• Great value for money: Low per-user pricing and a free tier for small planning teams.
• Integrated with Zoho apps: Connect event planning with CRM, email campaigns, and support tools you may already use.
• Timeline and milestones: Use Gantt charts to manage venue deadlines, vendor milestones, and event-day tasks.
• Budget and time tracking: Log hours and track costs to keep events on budget.
• Centralized documents: Store contracts, floor plans, and checklists in one shared place.

If you're interested in tools similar to Zoho Projects then we have made a list of Zoho Projects alternatives.

What people think about Zoho Projects:

"Zoho Projects helps us manage our event planning projects effectively. The Gantt charts are great for visualizing timelines, and the integration with other Zoho apps makes it convenient."

Source: Capterra

8. Trello

• Pricing: Free plan available, paid plans start at $5 per user/month
• Rating: 4.8/5 on Capterra

Trello is perfect when you need a lightweight, visual tool that vendors and occasional collaborators can pick up in minutes. Boards and cards make it easy to map out timelines, vendor tasks, and event-day checklists in a way that feels familiar even to people who have never used project management software before.

Why Trello is a good choice for event planning:

• Vendor-friendly boards: Share simple boards with vendors so they can see deadlines and deliverables without training.
• Clear visual timelines: Use lists and due dates to represent pre-event, event-day, and post-event work.
• Checklists on cards: Store run-sheet steps, packing lists, or room-setup tasks directly in cards.
• Affordable for small teams: Start with the free plan and upgrade only if you need more advanced Power-Ups.
• Works well on mobile: Update cards and checklists on the go while you are onsite.

If you're interested in tools similar to Trello then we have made a list of Trello alternatives.

What people think about Trello:

"Trello is perfect for our event planning team. It's simple enough for everyone to use, and the visual boards help us track event planning tasks and vendor coordination."

Source: Capterra

9. Notion

• Pricing: Free plan available, Team plan starts at $8 per user/month
• Rating: 4.5/5 on G2

Notion is a flexible workspace that excels at keeping event knowledge organized—think floor plans, run sheets, vendor contact lists, and standard operating procedures. You can combine rich documentation with simple task databases, making it a strong companion to more timeline-focused tools.

Why Notion is a good choice for event planning:

• Central event wiki: Store SOPs, venue notes, AV checklists, and playbooks for different event types.
• Linked databases: Connect vendors, tasks, and documents so you always see the context for each decision.
• Visual views: Switch between table, board, and calendar views for your event tasks.
• Reusable templates: Build templates for conferences, workshops, or weddings and duplicate them for each new event.
• Great for documentation-heavy teams: Ideal if your planning process depends on detailed written guidance.

If you're interested in tools similar to Notion then we have made a list of Notion alternatives.

What people think about Notion:

"Notion helps our event planning team keep everything in one place. We use it for project management, event documentation, and as a knowledge base for our team."

Source: G2

10. Basecamp

• Pricing: Personal plan is free, Business plan starts at $99/month flat rate
• Rating: 4.1/5 on G2

Basecamp is a good fit for event teams that want a straightforward, communication-first workspace rather than a complex project management suite. Message boards, to-do lists, and shared schedules make it easy to keep everyone aligned, and flat-rate pricing is appealing if you work with many contractors or seasonal staff.

Why Basecamp is a good choice for event planning:

• Simple communication hub: Use message boards and comments to keep all event discussions in one place.
• Shared schedules: Coordinate key dates, rehearsals, and event-day timing with a shared calendar.
• Easy onboarding: Non-technical team members and vendors can get up to speed quickly.
• Flat-rate pricing: One predictable monthly price for unlimited users—ideal for growing teams.
• Client and vendor access: Invite external collaborators into specific projects without exposing everything.

If you're interested in tools similar to Basecamp then we have made a list of Basecamp alternatives.

What people think about Basecamp:

"Basecamp's simplicity is perfect for our event planning team. The flat-rate pricing works well for our budget, and team members find it easy to use."

Source: G2

11. Smartsheet

• Pricing: Starts at $7 per user/month
• Rating: 4.4/5 on G2

Smartsheet is a strong choice if your team already lives in spreadsheets and you want a more powerful, collaborative version for events. It’s especially useful for building event budgets, detailed run sheets, and vendor tracking grids that feel familiar to Excel users but add automation and sharing.

Why Smartsheet is a good choice for event planning:

• Spreadsheet-style budgets: Build detailed budget and cost-tracking sheets with formulas and filters.
• Run sheets and timelines: Turn rows into timelines and Gantt charts for event-day schedules.
• Vendor and task grids: Track vendors, deliverables, and status in a way spreadsheet users instantly understand.
• Automation and alerts: Set up automated reminders and status updates for key deadlines.
• Flexible reporting: Create summary dashboards for leadership, clients, or sponsors.

What people think about Smartsheet:

"The collaboration within the team has improved significantly. I also find the filters to be very useful. We moved our trackers from Excel to Smartsheet, and it works much better now, even in terms of how it feels to use. I have to say, the forms have made things a lot easier for us. I really like the tick boxes - something soo simple, but makes a bit difference."

Source: G2

Real-world event planning examples

Planning a conference

A typical conference project might start with securing the venue and dates, then move into vendor selection (AV, catering, signage), speaker outreach, and marketing. In a project management tool, you could create separate lists or swimlanes for venue, vendors, speakers, marketing, registrations, and event-day logistics, then build a detailed run sheet for the day of the event with tasks for setup, registration, sessions, breaks, and teardown.

Planning a wedding

Wedding planning usually involves many vendors—venue, catering, photography, music, decor, transportation—each with their own contracts, deposits, and delivery timelines. Using project management software, you can track each vendor’s contract and payments, manage the guest list and RSVPs, coordinate rehearsal and ceremony timelines, and create a simple event-day checklist that the couple, planner, and on-site team can all follow.

What to look for in event planning project management software

Before you choose a tool, make sure it supports the real workflows you run for every event—not just generic task lists. The best event planning software should make it easier to coordinate many moving parts under time pressure.

• Clear timeline visibility: You should be able to see the full path from early planning through event day and follow-up, with dependencies clearly mapped.
• Vendor management: Look for ways to store contracts, track deliverables, and monitor vendor arrival and setup tasks in one place.
• Collaboration with non-technical people: Clients, venues, and suppliers should be able to understand shared views or checklists without training.
• Mobile usability: Your team needs to update tasks, check run sheets, and log issues from phones and tablets while on-site.
• Reusable templates: Strong tools let you turn successful event plans into templates you can reuse for conferences, webinars, or weddings.
• Budgeting and time tracking: Track costs and hours alongside tasks so you can keep events profitable and justify your fees.
• Attendee workflows (optional): For larger events, it’s helpful if the tool connects to registration, check-in, or marketing systems—or at least plays nicely with them.

Takeaway

Event planning is all about coordinating many moving pieces against a hard deadline, often with last-minute changes and stakeholders who live outside your core team. The right project management software gives you a single shared hub for timelines, budgets, vendors, and communication so everyone stays on the same page—from clients and venues to suppliers and internal teams. Tools like Breeze focus on making that hub simple and accessible, with clear boards, timelines, and checklists that work just as well on mobile during event day as they do at your desk. If you choose software that supports your real workflows and is easy for non-technical collaborators to use, you dramatically reduce day-of chaos and free up more time to focus on delivering memorable experiences.