Event planner template

How to plan an event easy

This template helps you organize all aspects of your event by breaking down tasks into manageable steps. Start by filling in key details such as the event date, venue, and guest list. Then, outline tasks like invitations, catering, and decorations, and assign deadlines to ensure everything runs smoothly. Ideal for both personal and professional events, this template guides you through the entire planning process, making sure no detail is overlooked.

For public events

This last step is optional and it's only for public events.

Your event name

Write your event name

Decor

To create a unique and pleasant ambient, make sure you have the perfect ornaments.

You can hire a company or do it yourself.

Write here the style or the elements you want to include, for example:

Music

If you have an event where you will have music, think about what you need:

Food & Beverages

Food & Beverages

Extra

Here you can add extra things you would like to offer at your event, such as:

Drink menu

Drink menu

Hot drinks

Beer

Soft drinks

Long drinks

Cocktails

Spirits

Wine

DRINK MENU

• alcoholic or non-alcoholic menu;
• what drinks you want to include;
• open bar or menu/person.

Create your drink menu in the notes section

Write the type of menu you chose.

Food menu

Food menu

EVENT MENU

VEGETARIAN/VEGAN MENU

CHILDREN MENU

Type of menu

FOOD MENU

• how many courses you want to have;
• what food dishes you prefer.

Create your food menu in the notes section

Don't forget to create a vegetarian/vegan option and special menus for children.

Write the type of menu you chose.

If you want more options, write each of them on separate topics.

number of menus

Add how many portions of this type you need.

Staff

Now that you have all the activities set up, you can write down all the necessary employees.

For example:

..........

number of people

Add how many people on this position you need.

Schedule

First of all, think about all the activities that will happen during the event, and then schedule them.

Here are some examples:

• 6-6:30 PM Welcoming
• 6:30-7:30 PM Finger food
• 7:30-8:30 PM First speaker
• 8:30-9:00 PM Appetizer
• 9:00-9:45 PM Second speaker
• 9:45-10:15 PM Main course
• 10:15-10:45 PM The prizes
• 10:45-11:00 PM The band - concert
• 11:00 PM - 1:00 AM DJ and socializing

...PM - ....PM

Add the timetable.

Activity

Add the activity.

Location

Another important aspect is the location.

Think about a place that:

• is appropriate for the event;
• is accessible for your guests (if it's not, think of means of transportation);
• fits into the budget;
• has available dates for your event.

Add a phone number or email address.

Address

Add the address of the location.

Note: you should mention it to your guests too when you invite them.

Name of the location

Add the name of the location.

Add their website here

Guests

The guests are one of the most important elements of an event.

Invitations

Depending on the type of your event, think about how you would like to invite people:

Guest list

GUEST LIST

Now think about specific people you would like to invite.

Create a guest list in notes:
Add your guest list

Number of guests

How many guests do you have?

Write the total number of people who will participate.

.... persons

General Info

Let's start with the general information about the event.

Organizers

Add the people who organize/host this event.

Name

Add the name.

Contact

Add the contact information, such as phone number or email address.

Time

Add the time slot, without being specific about the time table.

for example: 4PM - 1AM

Date

When will this event happen?

Add the day or the period (if there are more days).

mm/dd/yyyy

Budget

An important aspect to start with is your total budget.

.... $

Type of event

What kind of event do you want to plan?

Your event