Event Management & Vendor Coordination Tool

Event planners manage controlled chaos for a living - corporate conferences, galas, product launches, fundraisers, trade shows, and every type of gathering that requires venues, vendors, timelines, and flawless execution. Each event is a complex project with dozens of moving pieces, but you're managing multiple events simultaneously at different planning stages. Without proper event management software that shows everything at once, details slip through cracks - and at an event, missed details become visible failures.

t0ggles is the project management tool that gives event planners everything they need to manage multiple events without expensive specialized software. See all your events on a single board with color-coded projects, track every vendor and deadline, share progress with clients through guest access, and coordinate your team with real-time collaboration. All for $5/user/month with every feature included.

#The Challenge: Why Event Planners Need Better Tools

Event planning is project management at its most demanding. Generic tools built for software teams or office work don't understand the event industry reality:

You manage multiple events simultaneously. A busy event planner handles 15-30 events per year, with 5-10 in active planning at any time. Each event has its own venue, vendors, timeline, budget, and client expectations. Switching between separate spreadsheets or boards for each event wastes hours and creates dangerous blind spots.

Vendor coordination is relentless. You're managing relationships with 10-20 vendors per event - caterers, AV companies, florists, photographers, rental companies, entertainers, security. Many vendors work across multiple of your events. Tracking contracts, confirmations, and deliverables becomes overwhelming without a proper system.

Timelines are everything. Event day runs on precision. Load-in starts at 6am, setup by noon, sound check at 2pm, doors at 6pm, keynote at 7pm, dinner at 8pm, entertainment at 9pm. One delayed vendor cascades into chaos. You need to see and manage these dependencies clearly.

Clients expect visibility. Corporate clients and organizations want to see planning progress without constant meetings. They want to feel informed and involved, but they shouldn't see other clients' private details or your internal vendor negotiations.

Scope creep threatens every event. "Can we add a second bar? What about upgrading the AV? The CEO wants a different band." Every change affects vendors, budget, and timeline. Without documented task tracking, you lose money on unbilled extras or face awkward conversations.

#How t0ggles Helps Event Planners Succeed

#Multi-Project Boards: All Events In One View

The signature t0ggles feature for event planners is multi-project boards. Instead of managing separate spreadsheets or tools for each event, you see all active events on a single board with color-coded projects.

The corporate conference in navy sits next to the charity gala in gold and the product launch in tech blue. All tasks, vendor deadlines, and milestones visible in one Kanban view. You see the full picture: what needs attention this week across all events, which vendors need confirmation, which clients are waiting on proposals.

Need to focus on one event? One click on Focus Mode filters the board to that event alone. Present to clients in a clean, single-event view, then zoom back out to manage your entire season.

This eliminates the scattered planning that buries event planners. Your timelines stay clear. Your vendors stay coordinated. Your clients get the attention they deserve.

#Gantt View: Master Your Event Timelines

Event planning is sequential. Venue confirms before vendor contracts finalize. Vendor contracts before detailed planning. Detailed planning before final production schedule. Miss one dependency and the timeline collapses.

t0ggles' Gantt view shows your entire event timeline visually. Create tasks for every milestone - venue deposit, vendor contracts, invitation design, RSVP deadline, final walkthrough - and see how they connect across months of planning.

Task dependencies define these relationships explicitly. Catering can't finalize menu until dietary requirements are collected. AV setup can't proceed until floor plan is approved. Production schedule can't be distributed until all vendors confirm timing. Mark these dependencies and t0ggles shows you the critical path.

When a vendor asks to reschedule or a client wants to change the date, you see exactly how it impacts everything downstream. No more guessing or hoping you remember all the connections.

#Calendar View: Deadline Management

Event planning involves hundreds of deadlines spread across months. Venue deposit January 15. Save-the-dates February 1. Vendor contracts due March 15. RSVPs by April 30. Final walkthrough May 10.

t0ggles' Calendar view shows all your deadlines across all events in one place. See what's due this week across every active event. Identify overlapping deadlines before they become overwhelming.

Reminders notify you before deadlines hit. Set reminders for vendor payment due dates, client check-ins, contract expirations, or when to start time-sensitive tasks.

Sync with Google Calendar to see t0ggles tasks alongside client meetings, site visits, and personal commitments. Two-way sync keeps everything coordinated.

#Guest Users: Client Portals Without The Risk

Clients want to see their event planning progress, but they shouldn't see other clients' private details or your internal vendor negotiations. t0ggles' guest user feature creates perfect client collaboration.

Invite clients as guest users with project-specific access control. They see only their event - tasks, timelines, comments, and attached files. They can add comments, approve vendor selections, and stay informed without seeing your other events.

No more weekly email updates that take an hour to write. Clients log in, see real-time progress, and feel connected to their event planning. It's the transparency clients love without the liability of exposing internal operations.

#AI Task Creation: Capture Details Instantly

Client meetings and site visits generate action items constantly. "CEO prefers round tables. VIPs need separate entrance. Security requires list 48 hours prior. Dietary restrictions: 15 vegan, 8 gluten-free, 2 kosher."

Instead of scribbling notes that get lost, type naturally into t0ggles' AI task creation:

"Gala: switch layout to round tables for 200, coordinate VIP entrance with security by next week, get final dietary counts to caterer by May 1, confirm kosher meals from certified vendor"

The AI creates structured tasks with due dates, tags, and project assignment. Capture details in real-time during client calls, site visits, or vendor meetings.

The AI text assistant also helps draft vendor RFPs, summarize long planning threads, or create professional timeline documents for clients.

#Custom Properties: Track What Matters

Every event has unique tracking needs beyond basic task status. t0ggles' custom properties let you add fields specific to event planning:

• Vendor Category: Venue, Catering, AV, Decor, Entertainment, Photography, Rentals
• Contract Status: Proposal, Negotiating, Signed, Deposit Paid, Paid in Full
• Client Approval: Pending, Approved, Needs Revision
• Budget Line Item: Connect tasks to budget categories
• Priority Level: Critical, High, Normal, Nice-to-Have

Filter and sort by these properties to answer questions instantly. Which vendors haven't signed contracts? What items are pending client approval? What's the total outstanding vendor payments this month?

#Task Templates: Standardized Event Workflows

While every event is unique, planning follows patterns. t0ggles' task templates capture your proven workflows.

Create templates for event types: "Corporate Conference," "Gala/Fundraiser," "Product Launch," "Trade Show Booth," "Private Party." Each template includes standard tasks with relative deadlines.

When you land a new event, generate tasks from the template. Every step has deadlines. Nothing gets forgotten. Your professional process runs consistently whether it's your 10th event or 100th.

Customize templates as your process improves. The best event planners systematize everything they can.

#Board Automations: Reduce Administrative Overhead

The repetitive parts of event coordination - status updates, notifications, follow-up triggers - eat into time you could spend on creative planning. Board automations handle these automatically:

• Auto-notify the vendor contact when their task moves to "Confirmed"
• Send yourself a reminder when any task has been "Waiting on Vendor" for more than 5 days
• Update priority to "Urgent" when due date is within 7 days
• Move tasks to "Needs Attention" when they've been in progress for too long

Set up your automations once and let t0ggles handle the coordination while you focus on creating exceptional events.

#Full Change History: Protect Your Business

Event planning involves thousands of decisions documented over months. When a client disputes a change order or a vendor claims different specifications, you need documentation.

t0ggles maintains full change history for every task: who created it, who modified it, what changed, and when. Every comment, approval, and edit is logged with timestamps.

When scope discussions happen, you have receipts. The original vendor selection, the date the client approved the change, who requested the upgrade - everything documented automatically. This protects both you and your clients.

#Event Planner Workflows In t0ggles

#Managing Multiple Events

Create a single board for all active events. Each event gets a project in distinctive colors - immediately recognizable. Standard statuses work across all events: Backlog, In Progress, Waiting on Vendor, Waiting on Client, Confirmed, Complete.

Daily planning starts in List view to review urgent items across all events. What needs attention today? Which vendors haven't responded? Which clients are waiting on proposals? Switch to Kanban view to move tasks through your workflow as you work.

Weekly client calls use Focus Mode to show only their event. Walk through the timeline, review pending decisions, and capture new requests - all in a clean, professional interface.

#Event Day Production

For the event itself, create a detailed production timeline: vendor load-in times, setup milestones, sound check, doors, program segments, breakdown.

Use task dependencies to show the sequence. Catering can't plate until program runs on schedule. Photography needs 15 minutes for award photos before next segment. Visualize the entire event in Gantt view.

Share the production timeline with vendors through Notes exported to PDF, or give key vendors guest access to see their specific responsibilities.

#Vendor Management

Create task templates for common vendor workflows: Venue Contract, Catering Coordination, AV Technical, Decor Setup. Each template includes standard tasks: initial consultation, proposal review, contract negotiation, deposit, final meeting, production meeting, day-of coordination, final payment.

When you book a new vendor, generate tasks from the template. Every step has deadlines. You never forget a contract signature or miss a payment deadline.

Track vendor performance in Notes. Which vendors are reliable? Who delivers on budget? Who requires extra management? Build your vendor intelligence over time.

#What Event Planners Need vs What t0ggles Delivers

What Event Planners Need	How t0ggles Delivers
See all events in one view	Multi-project boards with color-coded events
Visualize event timelines	Gantt view with task dependencies
Track vendor deadlines	Calendar view with reminders and Google sync
Give clients access to progress	Guest users with project-specific access control
Capture details quickly	AI task creation from natural language
Track budgets and contracts	Custom properties for any data you need
Standardize planning process	Task templates for event types
Document approvals and changes	Full change history with timestamps

#Why Choose t0ggles Over Alternatives

Event planners have tried various tools. Here's how t0ggles compares:

vs spreadsheets: Spreadsheets can't show dependencies, don't have notifications, and require manual updates that create version control nightmares. No client access, no automation, no mobile app for site visits.

vs Asana: Asana works but costs $10.99/user on Starter, $24.99/user for Advanced features like timeline. Guest access requires workarounds. The interface is built for tech teams, not event professionals.

vs Trello: Trello's simplicity becomes a limitation for event planners. No native timeline view, no dependencies, no reporting. Managing 10+ events requires 10+ boards with no unified view.

vs dedicated event software: Specialized event management platforms often cost $50-200/month and lock you into their workflows. They focus on registration and ticketing, not the planning process. t0ggles gives you flexibility at a fraction of the cost.

vs ClickUp: ClickUp has features but the learning curve is steep. Event planners need to work, not spend weeks configuring software.

t0ggles gives event planners the multi-event management they need without enterprise complexity or enterprise pricing. One board, all events, total control.

#Simple, Event Planner-Friendly Pricing

Event planning has seasonal income. Your tools shouldn't add financial stress during the off-season.

$5 per user per month (billed annually) includes:

• Unlimited boards, events, tasks, notes, and files
• Unlimited guest users (clients don't count against seats)
• Gantt view with task dependencies
• Calendar view with Google Calendar sync
• AI task creation and text assistant
• Board automations
• Custom properties for any tracking needs
• Task templates for event types
• Full change history and reporting
• All integrations (Zapier, Google Calendar, Figma)
• Real-time collaboration

For a solo event planner, that's $60/year total. For a planning team of 5, that's $300/year for complete event management software. No feature tiers. No per-event charges. No surprise costs.

14-day free trial - set up your active events and see the difference immediately.

#Get Started Today

Event planning is stressful enough without fighting your tools. t0ggles gives you the clarity to see every event, every vendor, and every deadline - plus the automation to reduce administrative overhead and the client portals to keep stakeholders informed without extra work.

Stop juggling spreadsheets. Start creating exceptional events with confidence.

Start your free trial and transform how you manage events.