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# How Do I Coordinate Events Such as Open Days and Graduation Ceremonies?
- URL: https://blog.jestor.com/coordinate-open-days-graduation-ceremonies/
- Published: 2026-10-13T21:15:05.000Z
- Updated: 2026-10-13T21:15:05.000Z
- Author: Bruno Bannach

To **coordinate events such as open days and graduation ceremonies**, manage each event as a small project with phases, a program, tasks with owners, a budget and a guest list with confirmations.

In **Jestor**, events move through a **Kanban** from planning to wrap-up, with schedule, expenses and RSVPs in the same place.

## Why are school events stressful to organize?

Events involve many people: staff, students, families, suppliers and speakers. Tasks are spread across emails and chat groups.

Details are missed, expenses exceed the budget and confirmations are counted by hand on the day before.

## What problems does event coordination solve?

- Forgotten tasks close to the event date
- Expenses without a budget control
- Unknown number of confirmed guests
- Suppliers not confirmed in time
- No reusable plan for the next event

## How do I coordinate an event in Jestor?

1. **Create the event** with date, location and owner.
2. **Plan the program** and tasks with deadlines.
3. **Track expenses** against the event budget.
4. **Collect RSVPs** through a form and count confirmations automatically.
5. **Send reminders** to guests through **WhatsApp** templates.

| Phase        | Main tasks                          |
| ------------ | ----------------------------------- |
| Planning     | Date, venue, budget                 |
| Preparation  | Suppliers, program, invitations     |
| Confirmation | RSVPs and reminders                 |
| Event day    | Checklist and check-in              |
| Wrap-up      | Expenses closed, feedback collected |

## How do I reuse the plan next year?

Keeping the program, tasks and expenses recorded creates a template for next year's event.

The team starts with a tested plan and realistic costs.

## Why use Jestor for school events?

- **Ready model**: the Event Planning solution in the [Jestor templates](https://www.jestor.com/pt/templates/?ref=blog.jestor.com) includes program, expenses and schedule.
- **RSVP forms**: confirmations counted automatically.
- **Budget control**: expenses compared with the plan.
- **Shared view**: every team sees the same event board.

Supplier confirmations deserve their own tasks. Catering, sound, photography and decoration each need a confirmation date, and tracking them on the event board avoids the classic surprise of a supplier who never received the final details.

Assigning one owner per supplier makes follow-up simple.

This approach helps you coordinate events such as open days and graduation ceremonies calmly.

## Frequently Asked Questions

### Can guests confirm attendance online?

Yes. A Jestor form collects RSVPs from any device.

### Is there an event template?

Yes. It installs in about two minutes; learn more at [jestor.com](https://www.jestor.com/?ref=blog.jestor.com).

### Can I track event expenses?

Yes. The event template includes expenses linked to each event.

## Get to know Jestor

With **Jestor**, you can automate workflows, connect teams, and build internal systems your way — all without code and powered by **AI**.

Discover Jestor at [jestor.com](https://www.jestor.com/?ref=blog.jestor.com) and see how to take your company's operations to a new level of efficiency and control.