Event Planning & Event Management Software
From managing vendors and budgets to tracking timelines and guest lists, event planning involves endless moving pieces. Smartsheet brings it together in one centralized, flexible, and intelligent platform.
Why use Smartsheet for event planning and event management?
Smartsheet is event planning and event management software that helps teams run every phase of an event in one workspace. Plan timelines, vendors, budgets, and day-of execution, automate approvals and reminders, and give stakeholders real-time visibility with dashboards and reports. Whether you’re managing a single conference or an entire event program, Smartsheet keeps work moving from kickoff through post-event reporting.
Keep vendors and contracts moving
Keep every vendor deliverable on schedule with centralized files, approvals, and secure sharing
- Centralize vendor contacts, files, and due dates in one plan
- Route approvals for contracts, SOWs, and change requests
- Share vendor-specific views without exposing internal details
Track budgets in real time
Stay ahead of spend with live tracking, rollups, and early risk flags
- Log expenses against budget line items and instantly spot variance
- Roll up totals automatically into a real-time budget dashboard
- Flag overages early with alerts and conditional formatting
Build timelines that stay accurate
Adapt quickly as plans change with flexible views and automated deadline updates
- Plan milestones, dependencies, and day-of run-of-show in one connected schedule
- Assign owners and trigger reminders automatically when dates shift
- View the same schedule as a Gantt, calendar, or board to fit how teams work
Coordinate the whole team in one place
Align stakeholders and streamline execution with structured intake and real-time visibility
- Collect requests with forms for speakers, assets, catering, and volunteers
- Capture decisions and updates in context with comments and @mentions
- Keep stakeholders aligned with a single executive dashboard for status and risks
Effortless event strategy and execution
Get budget management, scalable planning, advanced scheduling, and real-time collaboration with Smartsheet.
Key features for planning and managing events with Smartsheet
Event planning software to simplify every detail
Whether you’re planning a corporate event, conference or trade show, event planning in Smartsheet has all the functionality you need so you can focus on delivering memorable experiences without the stress.
Populous builds global sports events with Smartsheet at the foundation
Populous brings internal and external stakeholders together for seamless on-site collaboration and execution.
Major events like the Final Four and the Olympic Games draw the eyes of the world. For Populous, the world’s leading sports architecture firm, that means every detail, from venue construction to traffic flow and lighting, will be seen by thousands of in-person attendees and millions of TV viewers. It takes extensive planning and the collaboration of hundreds of partners and vendors to build and execute these large-scale gatherings — with no room for delays or mistakes. Smartsheet enables Populous to seamlessly manage every task and deadline in order to achieve its mission of bringing people together.
Smartsheet helps events teams plan and manage all kinds of events
Pre-built template solutions
These multi-asset templates are designed to provide a complete workflow solution for planning and managing events.
If you’re managing more than one registration or guest list, Smartsheet gives you the structure and flexibility to coordinate schedules, track budgets, and collaborate with vendors in real time. It’s built to scale for any type and size of event, so you can stay organized and deliver results without relying on manual updates or disconnected tools.
Integrations
Smartsheet connects seamlessly with the event tools your team already uses. Share contacts, menus, or promotional assets with Box, Dropbox, and other file-sharing integrations, and turn messages into action by linking Smartsheet with Slack or Microsoft Teams. With powerful integrations across your workflow, Smartsheet makes event planning and management simpler, faster, and more connected.
Event Planning Software FAQs
Event planning software is a digital tool that helps individuals and teams organize all the details of an event. Key features include scheduling, task management, budgeting, vendor coordination, and communication.
Event management software goes beyond planning by supporting the execution and oversight of an event from start to finish. Use it to manage logistics, monitor progress, and track budgets. Share those details with stakeholders to keep them aligned leading up to and during the event.
Benefits of using event planning software are scheduling, collaboration, budget tracking, and real-time visibility into progress. It centralizes all event details. Event planning software reduces miscommunication and helps teams deliver successful events on time and within budget.
Smartsheet centralizes every part of event planning. Easily manage timelines, track budgets, and organize contracts in one easy-to-use platform. With automation, collaboration tools, and customizable templates, Smartsheet helps event professionals deliver events more efficiently.
Yes. Smartsheet uses enterprise-grade security including role-based permissions, data encryption, and compliance with industry standards. This ensures sensitive event information such as contracts, invoices, and attendee data remains protected.
Yes. Smartsheet includes real-time dashboards and reporting features that allow you to track budgets, monitor progress, and visualize event timelines. These reports can also be shared with clients, executives, or sponsors to keep stakeholders informed.
Yes. Smartsheet provides pre-built event planning templates for timelines, budgets, vendor management, and task tracking. Customize these templates to fit your specific event type: wedding, fundraiser, trade show, or corporate conference.