How to Plan for an Event: A Modern Guide for Teams

Look, planning a company event isn't just about picking a date and ordering pizza. To really nail it, you need to be clear on your goals, lock down a budget, and keep all your communications in one place right from the get-go. Getting this foundation right from the start saves a ton of headaches and makes sure every decision you make actually helps you achieve what you set out to do.

Modern Event Planning Is More Than Just Logistics

These days, planning an event is a totally different ballgame. You're often juggling a mix of people attending in-person, some joining virtually, and everything in between. It's not as simple as booking a conference room and sending a calendar invite anymore. It’s a messy, fast-moving mix of logistics, tech, and non-stop communication that can easily go off the rails if you're stuck using old-school tools.

So many teams I've worked with feel this pain. Key information gets buried in a dozen different email chains, the RSVP list is in one spreadsheet, the budget is in another, and trying to figure out who’s showing up where becomes a full-time job. This scattered approach isn't just a time-waster; it opens the door for costly mistakes and kills attendee excitement because the whole process feels clunky and disconnected.

✦The Challenge of a Disconnected Workflow

Think about organizing a simple quarterly team-building day. You're probably using Slack for quick chats, Google Calendar for the actual schedule, and email for the "official" announcements. Someone DMs you a question about the agenda, but the formal invite is sitting unread in their inbox. Sound familiar?

This is where things break down:

• Information Silos: Critical details are all over the place. There's no single spot to check for the latest updates, which is a recipe for confusion.
• Manual Coordination: Planners waste hours manually ticking off RSVPs, sending out reminder after reminder, and chasing people down for a simple "yes" or "no."
• Low Visibility: It’s almost impossible to get a quick snapshot of who’s coming, what’s been decided, and which tasks are still hanging.

We've all been there. It's frustrating and inefficient. Here's a quick look at how things used to be versus how they can be with a better approach.

✦Old vs. New Ways of Event Planning

Common Challenge	How a Slack-Integrated Tool Solves It
Info is scattered across emails, DMs, and calendars.	Creates a single, permanent event post in Slack that acts as the source of truth.
Manually tracking RSVPs in a separate spreadsheet.	Collects and displays RSVPs directly on the event post, updating in real-time.
Sending out multiple reminders to get people to respond.	Sends automated, smart reminders to only those who haven't responded yet.
Low engagement because invites get lost in inboxes.	Puts the event right where the team is already talking, making it impossible to miss.

Switching to a tool that works inside the platforms you already use isn't just a minor upgrade—it's a fundamental shift in how you run events.

Instead of fighting with disconnected tools, you can bring everything together. For example, a dedicated Slack app like Be There is particularly useful for companies that use both Slack and Google Calendar internally, as it bridges that annoying gap between conversations and schedules. You can create, share, and manage the entire event without ever asking your team to leave the app they already have open all day.

This is what a clean, integrated event post looks like when you manage it directly in Slack. All the essential info is in one place, clear as day.

See how much simpler that is? It instantly tells everyone what’s happening and gives them an easy way to respond and stay in the loop.

✦Embracing an Integrated Solution

Bringing your entire event workflow inside a tool your team already lives in is a game-changer.

This shift from fragmented tools to a unified platform isn't just a convenience—it's a strategic move to improve efficiency, boost engagement, and execute flawless events with less effort.

And the industry numbers back this up. For 2025, data shows 74.5% of event planners are planning hybrid events, and 63% are spending more on virtual event tech. But even with all the digital focus, 83% of meetings still have an in-person component, which means we need tools that can handle both worlds without missing a beat.

If you're interested in the data, you can explore more event industry statistics to see how other planners are adapting. An integrated approach turns a logistical nightmare into a smooth, collaborative process, freeing you up to focus on what really matters: creating an event people will actually remember.

Building Your Strategic Event Blueprint

A truly great event doesn’t just happen. It's built on a solid strategic foundation long before the first invitation goes out. This initial blueprint is what separates a smooth, successful gathering from a stressful, chaotic one. The very first thing you need to do is nail down your "why."

Are you trying to boost team morale with a fun offsite? Launching a new product for key stakeholders? Or maybe you're hosting a critical training workshop for a specific department? Your goals will shape every single decision you make, from the guest list to the agenda.

✦Setting Clear Goals and Objectives

Without a clear purpose, your event is just a ship without a rudder. Start by asking what a successful outcome actually looks like. Is it a certain number of attendees showing up, getting rave reviews on a feedback survey, or a measurable spike in team engagement?

Defining these success metrics upfront is absolutely critical. For example, a goal to "improve team cohesion" is a nice thought, but a goal to "achieve a 90% participation rate in team-building activities and receive an average feedback score of 4.5/5" is so much better. Specific objectives give you a clear target to aim for and make it infinitely easier to prove the event's value later on. If you want to dig deeper into this, check out our guide on the crossover between event planning and project management.

✦Mastering Your Event Budget

Once your goals are set, it’s time to talk money. Budgeting is a make-or-break step, especially when costs seem to be changing constantly. Budget management is always top of mind for event planners, and recent data shows a real split in the financial landscape. While 53.2% of organizers expect their budgets to grow, about 33% are facing cuts. Even for events with plenty of funding, careful financial planning is non-negotiable.

A detailed budget needs to account for everything, including the little things you might forget:

• Venue Costs: Whether it's a physical space or a virtual platform subscription.
• Speakers & Entertainment: Don't forget their fees, travel, and accommodation.
• Food & Beverage: Catering for any in-person attendees.
• Technology: AV equipment, event software, and streaming services can add up.
• Marketing & Promotion: Any costs associated with getting the word out.

✦Creating a Single Source of Truth

With goals and a budget in place, you need a central hub to manage it all. This is where so many event plans fall apart—information gets scattered across emails, DMs, and random documents, leading to confusion and costly mistakes. A solid event planning timeline template can be a lifesaver for structuring your work.

This is exactly where a tool like Be There becomes so valuable for companies that live in Slack and Google Calendar. Instead of creating yet another disconnected document, you can spin up a dedicated Slack channel for your event from day one. That channel instantly becomes your single source of truth.

By centralizing all planning activities within Slack, you eliminate information silos. Stakeholder discussions, budget updates, vendor contracts, and key decisions all live in one searchable, accessible place.

This approach keeps everyone aligned and accountable. When the entire plan—from initial brainstorming to the final execution—is managed in a space your team already uses every day, the whole process becomes more efficient, transparent, and a lot less stressful. You're not just planning an event; you're building a collaborative and organized workflow right from the start.

Tying It All Together with Slack and Google Calendar

Once you've got your strategy nailed down, it’s time to get everyone on the same page. This is where even the best-laid plans can fall apart, lost in a sea of email chains, clunky calendar invites, and endless back-and-forth. If your team lives in Slack and Google Calendar, you know this pain all too well.

That constant toggling between apps isn't just annoying; it’s a huge productivity killer. This is exactly the problem Be There was built to solve. It's an incredibly handy tool for companies who rely on both Slack and Google Calendar, stopping the need to treat your chat and your calendar like two separate universes and merging them into one fluid workflow. You end up planning your event right where the conversation is already happening.

✦From scattered messages to a single source of truth

Think about organizing a hybrid quarterly review. The old way? You'd draft a long email, create a Google Calendar event, and then spend the next week poking people in Slack DMs to see if they’re coming. It’s a mess.

With an integrated tool like Be There, you can skip all that nonsense.

You create one clean, clear event post right inside your project's Slack channel. That single post becomes the central hub for everything.

• Date and Time: It's right there, automatically adjusted for everyone's timezone.
• Location: You can pop in a physical address for the office crew and a video link for remote folks.
• Agenda: The whole schedule is laid out in the description, so there are no surprises.
• RSVP Tracking: People can respond with a click, and you see a live tally of who’s in and who’s out.

The real magic is what happens next. The second you post that event in Slack, Be There instantly creates a matching event in your team’s Google Calendar. When a teammate clicks "Yes" in Slack, their calendar invite is updated on the spot. No more manually syncing lists or chasing down responses.

The initial steps of setting goals, budgeting, and planning really are the bedrock of any good event.

As you can see, a structured approach is simply the best way to turn a rough idea into a smoothly run event.

✦The Power of Working Where You Are

This kind of tight integration saves an incredible amount of admin time. It’s no wonder the global event management software market, valued at $14.37 billion in 2025, is projected to rocket to $107.28 billion in the coming years. This explosive growth is happening because companies are demanding this kind of efficiency. To see more on this trend, you can find more event industry insights and data on TitanGlobalEnterprises.com.

By bringing event management into the tools your team already uses every single day, you get rid of the friction. It’s about meeting your team where they work, not forcing them to learn yet another new platform.

This seamless flow does more than just save you a few hours. It makes everything visible, keeps everyone in the loop with the latest details, and genuinely drives up attendance. You can even fine-tune how it all works by exploring different Google Calendar sync options to get it just right for your team’s workflow.

Keeping the Buzz Alive: Before, During, and After Your Event

A great event is more than just a date on the calendar; it's an experience that connects people from the moment it's announced until long after it's over. Getting engagement right means you're not just hosting an event, you're building a community around it. For teams already living in Slack and Google Calendar, you can manage this entire lifecycle without ever asking people to switch apps.

This is where a tool like Be There really shines. By creating a dedicated Slack channel for each event, you build a central hub for everything. It's not just an announcement; it becomes the go-to place for questions, updates, and conversations, making everyone feel like they’re part of the action from day one.

✦Building Hype Before the Big Day

Let's be honest: the biggest challenge is often just getting people to show up. The time leading up to your event is your best chance to build excitement and make sure it doesn't get lost in a sea of other meetings.

Instead of just hoping people see the calendar invite, you can use automated reminders in Slack to gently nudge them. You'd be surprised how much this one little step can boost attendance.

Try using the event's Slack channel to drop a few teasers. Share a sneak peek of the agenda, post a fun bio for one of your speakers, or run a quick poll asking what session everyone's most looking forward to. These little interactions get people invested early on. If you're looking for more tips, we've got a whole guide on how to increase event attendance.

✦Connecting People During the Event

Once the event kicks off, that dedicated Slack channel becomes your live command center. The thread on the main event post is the perfect place for a running Q&A. This is a game-changer for hybrid events, as it lets remote folks ask questions just as easily as the people in the room.

During the event, you can also use the channel to:

• Drop links to slides or other resources right when they're mentioned.
• Get instant feedback with a quick poll about a particular session.
• Ask attendees to share their biggest "aha!" moments or post a quick photo.

This keeps the energy up and helps everyone stay locked in, whether they're sitting in the front row or dialing in from home.

✦Keeping the Conversation Going

When the last session ends, your job isn't done. The real impact of an event is often measured by what happens afterward. This is your chance to solidify the key messages and get feedback while it's still fresh.

By keeping the conversation going in the same Slack channel, you hold onto the community you just created. It’s the natural place to share the event recording, post a big thank you to everyone who came, and drop a link to a feedback survey.

This makes following up feel like a continuation of the event, not a chore. It turns a one-off meeting into an experience with a lasting impact, ensuring your hard work pays off for weeks to come.

Measuring Success and Improving Your Next Event

So, the event is over. The last presentation is done, and the thank-you notes are out. Now what? This is actually where some of the most important work happens: figuring out what worked and what didn't. Proving your event was a success is how you get the budget for the next one, and honest feedback is how you make it even better.

You don't need a complicated analytics platform for this. If you planned your event with a tool like Be There, you’ve already got a treasure trove of data right inside Slack and Google Calendar. No more digging through different spreadsheets or registration tools to piece everything together.

✦Digging into Your Event Data

The first place I always look is the most obvious: attendance. It's the simplest metric, but it tells you so much.

With Be There, you don't have to wait for a post-event report. Just pull up the original event announcement in your Slack channel. The RSVP list is right there, giving you an instant, clear picture of your attendance rate. You can see exactly who said yes, who said no, and who was on the fence.

This isn’t just about getting a headcount. It’s about understanding how well your event’s topic and timing hit the mark with your team.

That simple attendance rate is one of the most powerful signs of whether you got it right. A high turnout means you nailed the interest and relevance. A low one is your cue to rethink things for next time.

Look for patterns in the data. Did one particular team have a lot of declines? Maybe the event time clashed with a major project deadline for them. These are the kinds of practical insights that help you make smarter scheduling decisions in the future.

✦Gathering Actionable Feedback

While the numbers tell you who came, you need feedback to understand why it was valuable. The easiest way to get that is with a quick post-event survey. And where should you post it? Right back in the dedicated Slack channel for the event, while it's still fresh in everyone's minds.

My advice is to keep the survey short and sweet. People are busy. Focus on questions that give you feedback you can actually use.

• What was your single biggest takeaway from the event? This shows you which parts of the content really landed.
• On a scale of 1-5, how organized did the event feel? This gives you a hard number on how well your planning paid off.
• What could we do to make the next event even better? This is where you'll find your best ideas for improvements.

Posting the survey right in Slack makes it almost frictionless for people to respond. This simple follow-up closes the loop and turns a bunch of data points into a clear roadmap for your future events. For a deeper dive into evaluating your event's impact, check out these key strategies to measure event success.

Common Questions About Planning Events with Be There

As you start imagining how an integrated approach could change your event planning, a few practical questions usually pop up. It's smart to figure out exactly how a tool like Be There slots into your daily routine. Let's walk through some of the most common things people ask when they're getting the hang of planning events right inside Slack.

This is especially true for companies that heavily use both Slack and Google Calendar. The idea isn't to pile another platform onto your plate. It's about making the tools you already rely on play nicely together, which is where Be There is so useful and handy.

✦How Does It Handle Different Team Setups?

One of the first questions we always get is about flexibility. "Can Be There handle events for our remote, in-person, and hybrid teams?"

Yes, absolutely. It was designed from the ground up for how modern teams actually work.

When you create an event, you simply specify if it's virtual, in-person, or a mix. You can pop in a video conference link for remote folks and a physical address for anyone coming to the office. The RSVP system even tracks who's joining online versus in person, which takes the guesswork out of coordinating.

✦What About Event Reminders and Updates?

Let's be honest, nobody enjoys chasing RSVPs or staring at a room full of empty chairs. So, how do automated reminders work?

This is one of my favorite parts. Be There automatically pings the event's Slack channel before it starts, which is a lifesaver for cutting down on no-shows. You just set it up once and trust that everyone gets a friendly nudge. It saves you from that last-minute scramble to remind people.

This simple automation means you can stop sending all those manual follow-up messages and actually focus on making the event great.

But what if things change? Plans shift, and you might need to update or even cancel an event.

Managing changes is surprisingly easy. You can edit any detail—the time, location, or agenda—right from the original Slack post. The moment you hit save, it automatically syncs with the Google Calendar event and sends a notification to all attendees.

If you have to cancel, the same logic applies. Canceling in Slack updates the calendar invite and sends a clear cancellation notice to everyone who RSVP'd. Communication stays fast and everyone is kept in the loop.

And finally, what about seeing who's actually coming? The tool gives you a real-time attendance snapshot right in the Slack thread. The event post shows a live count of who's said "Yes," "No," or "Maybe," so you always know your headcount at a glance.

---

Ready to stop juggling disconnected tools and start planning events that people actually show up for? With Be There, you can create, manage, and engage your team for any event without ever leaving Slack.

Try Be There for free and see how simple event planning can be.