Plan an ENTIRE Event on Notion (in 9 minutes)!

Download my event management Notion template here 👉🏻 www.jeffsu.org/plan-an-entire...
As a Product Marketing Manager, I’ve run hundreds of large-scale events at work but those usually involve spreadsheets with over 20 tabs!
In this video I share how to plan and organize smaller scale events (such as birthday parties) with ease using a simple Notion template 🎉
The template includes an overview page, action items table, timeline, invitees page, and comms page. The overview callout block allows brainstorming and sets the tone for the event. The action items table lists key milestones and progress, while the timeline page displays milestones in a visual format.
The invitees page keeps track of friends' status and +1s, and the comms page provides templates for invitation, confirmation, and reminder messages.
💡 Pro tips include sorting views by due date, including a Notion button for default action items, and assuming a 20% drop-off rate.
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TIMESTAMPS
00:00 Plan and Organize Events in Notion
00:35 Notion Template Structure
00:56 Event Overview
01:30 Action Items for Event Management
02:58 Event Timeline
04:11 Invitee List
05:07 Communication Plan
06:53 Cost Management
07:02 Advanced Event Planning Tips
07:31 Bonus Tip
RESOURCES I MENTION IN THE VIDEO
My paid productivity newsletter - www.jeffsu.org/productivity-p...
Thomas Frank’s Ultimate Tasks tutorial - • The Best Way to Manage...
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🎒 Everyday Carry - www.jeffsu.org/my-edc/
MY TOP 3 FAVORITE SOFTWARE
❎ CleanShot X - geni.us/cleanshotx
✍️ Skillshare - geni.us/skillshare-jeff
📖 Readwise - readwise.io/jeffsu/
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👨🏻‍💻 WHO AM I:
I'm Jeff, a tech professional trying to figure life out. What I do end up figuring out, I share!
PS: Some of the links in this description are affiliate links I get a kickback from and my opinions are my own and may not reflect that of my employer 😇
#notion #template #productivity

[@JeffSu]

Who else had their invitations “get lost” in the mail? TIMESTAMPS 00:00 Plan and Organize Events in Notion 00:35 Notion Template Structure 00:56 Event Overview 01:30 Action Items for Event Management 02:58 Event Timeline 04:11 Invitee List 05:07 Communication Plan 06:53 Cost Management 07:02 Advanced Event Planning Tips 07:31 Bonus Tip

[@Christiana-J]

That transition “I’m sponsoring myself in this video” 😂

[@JeffSu]

My biggest sponsor....is myself 😂

[@daniyurie]

I wish I lived in a country where people reliably RSVP to events. Here in Brazil if you schedule something in too much advance people double book. Not to mention that guests arrive at least an hour after the set time 😂

[@JeffSu]

Dam really? That sucks haha 😂

[@saraiitrecruiter7993]

same in Mexico, almost anyone uses their calendars for personal events 😅

Jeff, any chance you're also planning to make a video on planning larger corporate events?

[@JeffSu]

I have a Skillshare course on it 😁

[@the_havi9823]

Nice! This is what i needed. Now I can track all my business events! Thanks Jeff 😀

[@JeffSu]

Awesome! What kind of business events do you run?

[@joshixplayz]

Thank you so much Jeff! Well explained and straight to the point, cheers 👍

[@JeffSu]

Glad to hear it Josh! Do you plan events at work?

[@cococui5458]

I gave a thumbs up before watching the video. Jeff's videos are always super helpful!

[@JeffSu]

Hahaha thanks Coco, hopefully you still watched it after liking it 😉

[@BenYoung_NZ]

Same ! 🎉❤

[@JeffSu]

@@BenYoung_NZ Thank you Ben!!!

[@Andrea_Dong]

Great video, Jeff! I can definitely see this event planning template being used to fit someone's goal planning whether work or personal :3

[@JeffSu]

Will you be using anytime soon Andrea 😏

[@Andrea_Dong]

Haha yes, in fact, I will! It's actually goal setting season at my company so I've had to spend some time thinking up my goals for the year 😆 haven't worked out a timeline yet but I'll be checking out your template!

[@JeffSu]

@@Andrea_Dong Awesome! Let me know how it goes!

[@markdenney4938]

This is so good. Thanks Jeff!

[@JeffSu]

You're welcome Mark! Loving your profile pic btw, was it created with MidJourney or Stable Diffusion?

[@markdenney4938]

@@JeffSu just Lensa on an iPhone. Thank you.

[@JeffSu]

@@markdenney4938 ah gotcha

[@MatthewEaton]

An impressive template indeed! I can think of many uses that will never happen since I never throw parties or hold functions, but I am certain to share it with others who actually do! Many thanks for sharing.

[@JeffSu]

Who knows, you might have to organize a bachelor's party at some point!

[@MatthewEaton]

@@JeffSuI am not the marrying type haha

[@JeffSu]

@@MatthewEaton Oh I meant for a guy friend hahaha

[@MatthewEaton]

@@JeffSu Oh, that requires having friends hahah! Nah, I try to stay away from those events. Not enough money in the world

[@workhap]

This guy knows EVERYTHING wtf!! killer vid bro

[@JeffSu]

What can I say Sho, some people are just born different 😏

[@cleliascorner-calmpiano]

Awesome video, very impressive and really usefull! 📝👌Thanks a lot!

[@JeffSu]

You're very welcome Clelia 😁

[@fatty9651]

Thx for the template.🎉

[@JeffSu]

You're very welcome!

[@Icarsuss]

I always like your videos first, then watch it. bcz ik you will be cooking something great ‼

[@JeffSu]

Did I deliver this time? 😅

[@Icarsuss]

@@JeffSu ABSOLUTELY. YOU NEVER MISS.

[@JeffSu]

@@Icarsuss Woohooooo 😁

[@LuisjmGil]

You manage to turn something so complex and boring, into something super funny and interesting. Congratulations again! I'll keep that 80% rule about the guests showing up. Don't forget to send the other 460 985 invites (1 for each subscriber 😇).

[@JeffSu]

Thanks Luís! With my subscribers I'm expecting a 99.9% show up rate though 😁

[@LizzSmoak]

Would've loved to see this used for a business event/conference

[@JeffSu]

Gotcha Lizz

[@myenglishgig5182]

You are the best, Jeff Su 🙌 If I ever try Notion it will be because of you. I mean, honestly, Notion just does not look inviting at all (without the vid) 😅

[@JeffSu]

Hahaha well let me know if you ever start using Notion!

[@nancycoelho4426]

I would have gone to your birthday and there's zero chance the invite would have been lost in the mail 💌 Another great video with really useful guidance. I host events at work too and this is very handy!

[@JeffSu]

Hahaha thanks Nancy! Glad to hear it 😁

[@cristobalcarames8146]

He teaches us how to get a great job and plan entire events. Jeff is the natural party host!

[@JeffSu]

I had to be after I received no invites of my own 😭

[@cristobalcarames8146]

@@JeffSu, I'm even watching your videos and upgrading my cover letter right now. Your knowledge it's what most young people need. I would have invited you right away!

[@JeffSu]

@@cristobalcarames8146 awesome! I’m coming up with a chat GPT for job search video next week!

[@cristobalcarames8146]

@@JeffSu That tool could do wonders for personalized cover letters! Using it a lot as of late can wait for that one. I'm sure you would make it super interesting and resourceful!

[@JeffSu]

@@cristobalcarames8146 Any prompting tips you want to share with me so I can steal them for my video? 😁

[@zacharyjohn6999]

HOW does this only have 14k views. THANK YOU SIR!

[@JeffSu]

No idea 😭

[@diogofranco9850]

Excellent video and thank you very much for sharing this incredible template! Can you also explain and share the excel template you use to organize large-scale events (Work)? 😇

[@JeffSu]

You can search for "event management jeff su" on youtube

[@cookiepho3812]

Hi Jeff! Just discovered your videos today which inspired me to start using Notion! I was wondering how you would create the "Add default milestones" button? I have repeating events with the same action items. Thank you!

[@JeffSu]

Check out my latest Notion productivity video :)

[@mattmcburney8063]

Great video! Out of curiosity any specific reason to have a separate page with the communications written as opposed to just writing them in the database card?

[@JeffSu]

Yes! Because I can reference, copy + paste the previous waves into the new ones 😁

[@PaigeOutLoud]

Jeff! Were you a project manager in your past life? This is a PM’s dream 💭. Also, I’m starting an art show this year and this basically planned the event out for me! Guess what?! You’re invited 📧😉

[@JeffSu]

Woohooo glad to hear it Paige! And thanks for the invite, where and where? 😁

[@PaigeOutLoud]

@@JeffSu Sweet home Alabama!

[@Chrisachu]

The Broken Dagger on my birthday? See you there! hahajk

[@JeffSu]

Only if I receive an invite 😉

[@enoughahnaf1]

Hey Jeff! Quick question - Since the (Action) "Item Type" property is exclusive to your event planning template, how did you integrate it into your "All Tasks" DB? Additionally, wouldn't other specific use case template properties create clutter in your All Tasks DB?

[@JeffSu]

That's actually an amazing question Ahnaf! So I do have an "Item Type" property now because I have so many events but no other "extra" properties so far. I try not to add new ones!

[@enoughahnaf1]

@@JeffSu Thanks for your answer! Love ALL your stuff btw, I religiously watch all your videos. Someday I'd love to be a PM at Google haha! One more thing, did you make a video covering your "All Tasks" DB yet? I know you linked to Thomas Frank's video but I still wanted to see your version if possible

[@JeffSu]

@@enoughahnaf1 Thanks for the kind words and best of luck in your journey! I basically use Thomas Frank's version and didn't make any other edits other than adding properties here and there haha

[@enoughahnaf1]

@@JeffSu Sweet! Thanks again

[@whengrapespop5728]

Hey, Jeff. Do you by any chance have an “inbox zero” video for the Apple Mail app? Or maybe I shouldn’t be using that app at all?

[@JeffSu]

I don't really use the Apple Mail app unfortunately!

[@whengrapespop5728]

@@JeffSu Alright, thanks for the reply! I’ve been using Outlook on my iPad, it was just kind of refreshing to use something new (to me) now that I’ve got a MacBook. I might try Gmail, since your video(s) on that was quite a helpful introduction to the concept.😊

[@PaigeOutLoud]

Thanks for asking this! I had the same question

[@tunes8777]

What books would you recommend for a 15 year old to read?

[@JeffSu]

I would recommend you read books you enjoy to build up a habit of reading 😁

[@sven0409]

Hey, which browser are you using?

[@JeffSu]

Right now Chrome 😁

[@sven0409]

@@JeffSu Isn't chrome listed as significant power consumption when you click on the battery icon?

[@JeffSu]

@@sven0409 yea but the pros outweigh the cons for me haha

[@gavinscott-miller1553]

Dude at this point I have an entire separate workspace in notion just for saved for later templates.. you KNOW more than half are from you 😂

[@JeffSu]

You say it like it's a bad thing Gavin... 😏

[@gavinscott-miller1553]

@@JeffSu bad? No. But I may have a problem lol

[@DrPuneetGupta]

Notion lacks the power of automation. how would you send e mails to suppose hundreds of people.

[@JeffSu]

I would definitely use another tool to do that Dr. Gupta! Probably Mailchimp or something similar 😁

[@DrPuneetGupta]

@@JeffSu airtable or click up Any experiences

[@JeffSu]

@@DrPuneetGupta unfortunately not!

[@Unknown-pt7xe]

Okay but let’s see you do it in Excel like a real man.

[@JeffSu]

Challenge. Accepted.