Event Planner and Budget Spreadsheet

About this template

This event planner is built around the run sheet, the document an event day actually runs on. Type the first start time and every line after it calculates, so when the doors move by fifteen minutes you see what it collides with straight away. It suits conferences, corporate events and parties alike.

Please read: This is a tracker tool only, not financial, tax, legal, medical or any other professional advice or advisory service. It records and calculates what you enter; you are solely responsible for checking all figures, rates, dates and results and for every decision you make. By purchasing, downloading or using it, you accept these terms (your statutory consumer rights are not affected).

A run sheet that calculates itself

Only the first start time is typed. Each line after it is the one above plus its own length, so moving one item moves the whole day and any clash shows up in the morning rather than at four in the afternoon.

• 22 items in the example, from the first van at 07:30 to the venue handed back at 01:00
• Who and where on every line
• Confirmed or still to confirm, color-coded on each line
• The length of the day and the doors-open time, both calculated and shown on the summary strip

An event budget with real event categories

The event budget uses categories an event actually has, such as AV and production, staging, speakers, staffing, permits and insurance. Lines over or under budget color themselves, so you can see at a glance where the money is going.

Guests, tables and the checklist

The rest of the party planning sits in the same workbook, and everything reads from one list, so nothing is typed twice.

• Room for 250 guests and 20 tables
• An event checklist grouped by how far out each job is, not by type
• Late and waiting items color themselves
• Every count, total, percentage and date calculated for you
• Charts that redraw from your own numbers, not static pictures

Eight connected tabs

The workbook has a Start Here tab that walks you through setup in a few minutes, then setup, budget, guests, checklist, run sheet, vendors and a dashboard. The filled copy is a worked plan you can click through to see how the event timeline behaves before you start your own.

Works with

• Microsoft Excel 2016 or later, on Windows or Mac
• Google Sheets with a free Google account. The Google Sheets version is a real workbook, not a PDF with a link in it.
• No dynamic arrays, no macros and no add-ins, so it behaves the same on Excel 2016, 2019, 2021 and Microsoft 365 and in LibreOffice. No Microsoft 365 subscription is required.
• No subscription

What you download

• Two Excel files: a worked plan you can click through, and a blank one ready for your event
• The instruction guide, which has one-click links to the Google Sheets versions (filled and blank)
• The terms of use as a PDF

Your files are ready to download as soon as payment clears. Questions before or after you buy? Use our contact page and we will help.

Frequently asked questions

Can I use it in Excel or Google Sheets?

Either. The download has Excel files for Excel 2016 or later on Windows or Mac, and the instruction guide has one-click links to the Google Sheets versions for a free Google account.

What happens if one part of the day runs long?

Change that item's length and every start time after it moves. Only the first start time on the run sheet is typed; the rest are calculated.

Is it only for weddings?

No. The budget uses event categories such as AV and production, staging, speakers, staffing, permits and insurance, so it suits conferences, corporate events and parties.

How many guests can it hold?

It has room for 250 guests and 20 tables.

Can I see a finished example first?

Yes. One copy is a worked plan you can click through, and the other is blank and ready for your event.