Planning tools and documents
Keeping organized is a critical part of event planning. There are many tools and documents available that will help you with planning and staying on track for a successful event. The SERENE website offers a variety of helpful resources, including event planning templates, digital platform and tool recommendations, forms and guides. Wether you're looking for checklists, budget templates, project management tools, or helpful tips from other planners, you will find it on the SERENE site.
Explore event planning tools and templates on the SERENE website
Helpful planning software tools
There are a variety of tools and software available when planning event. They can range from simple, free software available to all university faculty and staff to more advanced project management platforms that requires an annual or monthly subscription.
Effective event planning often involves using a mix of software tools. Below are some commonly used options available to Stanford event planners:
- Microsoft Office & Google Workspace – Word processors and spreadsheets for planning documents, budgets, and task lists.
- Smartsheet, Trello, & Monday – Project management tools to track tasks, budgets, and workflows.
- Adobe Creative Cloud – Graphic design tools for marketing materials, maps, and event visuals.
- Qualtrics & Google Forms – Tools for surveys, RSVPs, and event registration.
- Social Tables – Diagramming software for event layouts (contact Event Services for access).
- Full-Service Event Platforms – Software like Cvent and Accelevents for large-scale event management.
For a more detailed breakdown of tools and platform recommendations, visit the SERENE website.
Event planning documents
The documents you may use during the planning process will vary from event to event. There is no standard set of templates that you need to use, it is more determined by what type of information do you need to have and who it is for that should guide your decision. Some of the most common types of event planning documents are listed below and various templates and formats can be found online.
- Event Planning Checklists & Task Sheets – Organize tasks, responsibilities, and deadlines.
- Event Budgets – Track projected and actual expenses in an easy-to-use spreadsheet.
- Event Briefings & Run-of-Show Documents – Provide a detailed event overview for stakeholders and staff.
- Timelines & Scripts – Ensure seamless execution with minute-by-minute schedules and speaker notes.
- Maps & Diagrams – Plan room layouts, equipment placement, and seating arrangements.
Find templates and guides on the SERENE website.
Event supplies
One thing we learned over many events is to always bring a general supply bin to your event. This will contain items that the venue may not have readily available, but you might find that you need.
Event Supplies
General supply bin list:
- pens/pencils/sharpies/highlighters
- tape/stapler/binder clips
- scissors/box cutters/zip-tie snips
- paper/notepads/post-its/notecards
- cleaning wipes/towels
- PPE/hand sanitizer/sunscreen/first-aid kit
For additional event preparation tips, visit SERENE.