Event Planner · Free · No account
Plan tasks, costs and the event schedule.
The workbook includes an Overview, Tasks, Budget and Settings sheet, plus Suppliers, Guests, Schedule, Income or Risks if the event needs them. Type the event date once and each task shows the days before the day it is due.
- Excel 2016 and later
- Calculations checked in LibreOffice and Google Sheets
- Choose the event typePick Private, Wedding, Business, Conference, Fundraiser, Launch or Community. Each switches on the sheets it needs, and you can change any of them.
- Name phases and costsEdit the phases, such as Bookings and Final week, and the budget categories. Both lists can also be changed on the Lists sheet later.
- Set date and budgetDownload the workbook and, on Settings, type the event date, expected attendance and total budget. Tasks then count back from that date.
Build your workbook
Preview: Wedding. Change the selected dates, categories or layout to update the preview.
JavaScript is required to use the builder. The workbook is made in your browser.
What you get
Counted back from the day
Every task shows how many days before the event it is due. ● Overdue and ◐ Due soon are marked.
A budget that updates with guest numbers
Type a cost per guest and it multiplies by everyone who has not declined.
Only the sheets it needs
A wedding gets guests, seating and suppliers; a community event gets income and risks.
A running order for the day
Times, what happens, who leads and which supplier, printed on one page and ticked off as it happens.
The Wedding example
Tasks by phase, a Budget with a Per guest column, Suppliers with quotes and deposits, Guests with replies and a Table column, and a Schedule for the day. The Overview shows days to go, overdue tasks and what is left in the budget.
Sheets included (9)
- Start HereHow the workbook works, what each sheet is for and the settings used.
- OverviewThe event on one sheet: details, countdown, what is overdue or coming up, the budget, guests and income.
- TasksEvery task by phase, with the owner, due date, status and days before the event.
- BudgetEach cost with its estimate, actual amount and difference. Per-guest estimates update when the expected attendance changes.
- SuppliersEach supplier with the contact, quote, deposit, balance, when it is due and the contract.
- GuestsEveryone invited, their reply, party size and dietary needs. The number expected feeds the Budget.
- ScheduleThe running order for the day: times, what happens, who leads, where and which supplier.
- ListsEdit the white lists to change dropdown choices. Shaded lists are fixed because formulas use those names.
- SettingsValues used by the workbook, such as reminder windows. Change them here.
File details
- Made for
- Excel 2016 and laterThe download is an .xlsx workbook.
- LibreOffice
- No calculation errors in our testLibreOffice recalculated every formula in the workbook with no error values, such as #VALUE! or #N/A.
- Google Sheets
- Calculations matched Excel in our testGoogle Sheets removes sheet protection and repeated print headings.
- Apple Numbers
- Some calculations do not workMany calculations on the Budget sheet and the Overview sheet do not work in Apple Numbers. Numbers converts list-based dropdowns to plain cells and removes colour markers, sheet protection, frozen headings and number and date validation. Use Excel for these calculations and features.
- Calculations
- The Start Here sheet lists the calculations used in this workbook. Results update from the entries you add.
- Builder privacy
- The builder runs in your browser. The entries used to make the workbook stay on your device. How the utilities work
Examples
Wedding planner
Couples who need suppliers, replies, tables and payments to agree with each other as plans change.
Conference planner
Organisers of conferences and seminars who sell tickets or take sponsorship and must cover costs from that income.
Fundraiser planner
Charity and school committees planning a dinner or auction who need to show what was raised against what was spent.
Party planner
Anyone hosting a birthday, anniversary or get-together who wants a checklist and a budget without a supplier register.
Questions
Are my builder entries sent to Due Form?
No. The builder uses them in your browser to make the workbook on your device.
Information is sent to Due Form when you submit a form or use another service described on the How it works page.
How does the budget update with guest numbers?
Type a Per guest amount on a cost and it is multiplied by everyone not marked Declined on the Guests sheet. Change a reply and the estimate updates.
Does it come with tasks already filled in?
Yes. It starts with nine example tasks, from Agree the date, budget and guest numbers to Send thank-you messages. Edit them, delete them or add your own.
Can I print the running order?
Yes. The Schedule sheet, when switched on, is set to print on one page, with a Done column to tick off as the day goes on.
Can I add tasks after the event date?
Yes. A task due after the event is highlighted, except in the Wrap-up phase, so you can tell a late task from a planned thank-you.
Related Due Form edition
The Week Book
An undated thirteen-week planner for commitments, available time, chosen work and what changed.
For planning the weeks before on paper
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