Event or Party Planner Created in MS Excel
Planning an event or party is a very hard and daunting task which needs constant attention to detail. Therefore, an event planner template will greatly help you get started in identifying all of the details you need to consider for planning the event and also an indication of the timelines involved with your event planning process.
An event planner template will consist of different checklists and lists to help plan the event. Event planning could start months ahead of the event, a few weeks ahead, or even a few days ahead of the event. Whatever the case is, it is always best to start planning way ahead of time.
Such a planner template will help you plan your event in a much better way. The template contains various goals and objectives which need to be achieved and once achieved, and you can tick it off your list or add a line-through to mark it as completed. This lets you stay organized and you have a clear idea of what is done and what is needed to be done.
This party/event planner template contains the following:
- All the event goals and objectives
- Add the party/event date
- Add the time
- Identify venue
- Develop an event Master Plan
- Get all the cost estimates (for e.g., room rental, food & beverages, equipment, travel, etc.)
- Create a budget
- Recruit event committee, for example, event manager
- Create and launch publicity plan & brand your event
- Find volunteers
- Hire staff
- Identify and confirm speakers/presenters/entertainers (if applicable)
- Identify and contact sponsors/partners (if applicable)
This template is created using Microsoft Excel with everything easily customizable. You can amend any area, change headings and add new item lines according to your event. All the calculations and mathematical formulas are already there to calculate amounts.
Below is a screenshot along with a link to download this party planner template.
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Your Event Management Plan: Download the Free Excel Template
How to use the Event Management Template to clarify roles and responsibilities
The simplest way to ensure all responsibilities are clearly defined is to use a event management practice referred to as ‘RACI’. RACI stands for:
- Responsibility: Assigned to those expected to complete a specified task
- Accountability: Assigned to those who are ultimately accountable for ensure a task is completed to standard (and on time)
- Consulted: Assign this role when a key stakeholder or manager needs to provide an opinion and/or approval before a decision can be made or task finalised by those responsible
- Informed: Assign this to anyone who should be kept in the loop about the progress of the event at different stages, but doesn’t need to offer an opinion/approval in order for a particular task to be completed.
In this spreadsheet, list all key event planning tasks and assign a staff member or team with a corresponding letter based on their role i.e. R for responsible, A for accountable, C for consulted and I for informed. In some cases, those responsible for a task may also be accountable for its completion. In those cases you assign them as ‘AR’ or ‘Accountable/Responsible.’
To work effectively, you should define tasks in as much detail as possible, ensuring that each is a distinct job that can be completed. For example, ‘send email invites’ would not include ‘defining the target audiences,’ or ‘create the event design and communication templates,’ which are both separate tasks.
Every person (or function/department) referenced on the RACI event management plan must agree to the final document, and ideally the whole project team should have weekly catch-ups to discuss progress against the key milestones.
Create an Outstanding Experience with Free Event Planning Templates
Event Planner Template
Download Event Planner Template
Excel | PDF | Smartsheet
This event plan template includes areas where you can list strategic elements such as objectives, target audience, and messaging as well as logistical details such as catering, programming, and audio-visual requirements. For each task, identify who is responsible, required actions, and deadlines. This thorough template can guide your planning process and provide a summary of tasks to accomplish during an event.
Event Schedule Template
Download Event Schedule Template
Excel | Smartsheet
Create an event itinerary that includes dates, locations, programming start and end times, and scheduled breaks. This simple spreadsheet is a useful tool for creating an organized event schedule that you can share with staff and attendees. You can also use this template for a single- or multi-day event, or for a conference featuring multiple speakers who will be presenting in various venue rooms.
Event Marketing Timeline Template - Excel
Download Event Marketing Timeline Template
Excel | Smartsheet
Marketing efforts for larger events may include national advertising, online content, public relations, and market research. This template provides a place for individual marketing campaigns along with a timeline for weekly planning. By creating a timeline for each task within a campaign, you can gauge how actions overlap, plan for significant dates, and see a visual representation of the time required for each item.
Event To-Do List Template
Download Event To-Do List Template
Excel | PDF
Use this to-do list template to plan, prioritize, and carry out all the necessary tasks for your event. You can track the progress of each item toward completion by choosing a predetermined due date. The template includes room for additional notes or comments, which is particularly useful when sharing a to-do list.
Event Proposal Template - Word
Download Event Proposal Template - Word
If you’re an events planner, having a top-notch proposal to offer potential clients could give you an edge against the competition. This template provides an outline for you to work from as you craft a personalized event management proposal. You’ll find sections for listing client needs and expenses, detailing the services you will provide, and more.
Event Planner Contract Template
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Word | PDF
An event planner contract should clearly outline the expectations of the client, the responsibilities of the event planner, the terms of the agreement, and any pertinent project details. You may also want to include a contract with your event proposal - in this case, use this template as a model for creating your own event planner contract where you can list services, terms, and other important business details. Depending on the scope of the event and the management services you’re providing, you can keep the contents of the contract brief or expand the template to include more details.
Wedding Checklist Template - Excel
Download Wedding Checklist Template
Excel | Smartsheet
Professional wedding planners and individuals getting married can benefit from an event checklist template. Wedding planning involves many moving pieces, from decorations to food and photography, so a simple checklist can make planning easier, and help identify expenses and ensure that nothing important is forgotten. Get more wedding planning tips from the pros and discover additional useful templates by reading Expert Tips on How To Create A Wedding Timeline.
Event Evaluation Form
Download Event Evaluation Form
Excel | PDF
A post-conference evaluation can provide critical data about which elements of your event were successful and help identify areas for improvement. You can use this event evaluation for any type of event, and can customize it for internal team members or event attendees. Once you determine the information you want to collect, including which aspects of the event or planning process you want to review, simply customize the form to meet your needs.
Calendar of Events Template
Download Calendar of Events 2021 Template
Excel | PDF
Download Calendar of Events 2022 Template
Excel | PDF
This template provides a calendar format with an adjacent column for listing events. The calendar displays all 12 months of the year on a single Excel sheet, making it easy to scan through months, plan ahead, and quickly view the events listed in the corresponding column. Each month is also color-coded with alternating hues for easy viewing.
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Planning templates excel free event
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