Event planning workflow for Tallyfy

Plan events without the last-minute scramble

Event planning falls apart when tasks slip through the cracks. This checklist keeps team lunches, board meetings, conferences, and holiday parties on track from initial planning through post-event reporting.

14 steps

Import into Tallyfy Preview steps

Entertainment Planning

Run this workflow in Tallyfy

Import this template into Tallyfy and assign your event management team to planning tasks while routing director approvals to leadership

Configure deadline rules with week-based timelines for vendor coordination, use dropdown fields for event type selection, and capture budget allocation and vendor requirements in form fields

Track the full 14-step process in real-time through Tallyfy as your team handles invitations, vendor confirmations, procurement, and post-event documentation

Import this template into Tallyfy

Process steps

Enter objective and catergory for event

2 days from previous step

task

Fill in the type, goals, and key details for this event:
Event Name: {{event-name-1695721}}
Tentative Event Date: {{tentative-event-date-1695722}}

Form fields in this step

Enter type of event

Objective of this event

Notes

Create event management team

1 weeks from previous step

task

If needed, assign team members to manage this event internally so everyone knows who's responsible for what.

Form fields in this step

Names of team members

Responsibilities

Decide event attributes

5 days from previous step

task

Enter the details about what resources you'll need for this event.

Form fields in this step

Approximate capacity

Location

Types of vendor, if required

Allocated Budget

Point of contact for event

Hotel booking required?

Notes

Determine program schedule and details

5 days from previous step

task

Lay out the schedule for this event and note who'll be co-ordinating or hosting it.

Notes:
{{enter-type-of-event-7644056}}
{{names-of-team-members-7644077}}
{{approximate-capacity-7644070}}
{{location-7644074}}
{{types-of-vendor-if-required-7644073}}
{{allocated-budget-7644071}}
{{point-of-contact-for-event-7644072}}

Form fields in this step

Who will host this event?

What material do we need to prepare for this event?

Enter sample welcome speech here:

Notes

Send request to vendors, if applicable

1 weeks from previous step

task

Figure out if your event needs any resources from vendors and reach out to them if so.

Form fields in this step

Task Checklist

Create event invitation

2 weeks from previous step

task

Decide whether you need a digital invitation, a printed one, or both. Then lock in which channel you'll use to send it out.

Form fields in this step

Upload link to document

Design print and promotional materials if required

3 weeks from previous step

task

Confirm details with vendors

2 weeks from previous step

task

Get approval on all event details from Director/Group Head

1 weeks from previous step

task

Make sure you've got sign-off on all event details from the Group Head.
Don't mark this task complete until you have that approval.

Form fields in this step

Feedback/Notes

Publish/send invitation to attendees

1 weeks from previous step

task

Send or post the invitation for the event. Also make sure you have a reminder sequence in place - one a week before and another two days before the event.

Form fields in this step

Task Checklist