August 6, 2020

Free Event Planning Template in Excel

By Brian McHale

One of the most crucial aspects of a well-executed event is a good project plan.

You don’t need to be a project managing expert to plan and execute a medium-sized event, but you need to understand the process.

One of the best ways to get an understanding of the event planning process is to take a look at an event planning template, which will be further discussed later.


The Benefits of Event Planning

There are a lot of intricate aspects of ensuring an event runs smoothly.

That’s where the benefits of event planning come to the foray.

Here’s what you can expect to gain when initiating the planning process for your event.


1. Easy To Keep Track

As you’ll soon realize, there are many things that go into planning even the smallest event.

Without a plan, it can be easy to skip over important things or forget about them entirely.

When you have an idea, though, you can easily cross-reference everything you’re doing.

It’ll help make sure that you don’t forget anything.

As you get closer to the event, having a plan will make sure that you can keep track of everything you need to make right.


2. You Look More Professional

When your company tasks you with planning an event or managing something, the best thing you can do is seem professional and ready at all times.

Without a plan, it’ll always look like things are becoming too overwhelming.

However, when you make an event plan, you have all the tools necessary to fall back on in hairy circumstances.

You can also show the plan to any higher-ups if necessary.


3. Save Time

The weeks before an event can be some of the most stressful and time-consuming.

Without a proper plan, you’re going to find yourself at the mercy of circumstances.

When you plan everything out, though, you’ll find that you’ll be saving a lot of time.

You can use this time to give you a chance to relax and not lose yourself in the process.

Inevitably, you’re not going to have a good time during the event unless it’s well planned out.


4. Reduces Stress

Obviously, even if you have an event plan, you will encounter a lot of stress before and during the event.

It’s only natural to feel this way because you’re assuming so much responsibility when you’re in charge of an event.

However, you’ll find that you reduce a significant amount of stress when you have a set plan.


5. Budget

When you’re planning an event, one of the most important aspects is the budget.

It’s straightforward to go over the budget and end up spending more than you intend.

If you can’t keep track of everything you’re spending on, it’ll be a hard time managing the spending.

If you use a plan, it becomes easy to keep track of everything you’re going to be spending.

There still remains the chance you might go over budget while spending money, but the amount will be significantly lower.


6. No Missing Out On Details

When you make your plan, one of the best features is that you won’t miss out on any essential details.

Understandably, it’s necessary to pay attention to the minor details.

However, what makes an event successful is to make sure you get the major details correct.

Free Event Planning Template in Excel

Click to download our Free Event Planning Template in Excel to begin simplifying your project management.

What Goes Into Event Planning?

As mentioned before, one of the best ways to understand what goes into the event planning is to read through an event planning template.

Luckily, our event planning excel checklist template is a great place to follow all the steps to make a successful event plan.

The template is divided into six different sections pertaining to different periods in the event planning process.

These are as follows:

  • Initial Planning
  • 4-5 Weeks Before Event
  • 2-3 Weeks Before Event
  • Day Before Event
  • Day Of Event
  • Post-Event Week 1

Under each of these sections, you’ll find different headings that’ll explain what task you’re supposed to complete.

On the right side of the template, you’ll find the start date and due date.

There’s also the description section that’ll explain everything you need to put into the part.

If you want to know more about what goes into the free event planning template, keep reading.


Initial Planning

Ideally, you should begin the initial planning period six or seven weeks before the start of an event.

The first step is to create an event overview.

This includes defining the purpose of the event, the format, setting the date, creating a budget, a name for the event, and planning the times for the event.

It’ll contain everything you need to begin planning your event.

It’s followed by defining event scope, booking the venue, establishing a publicity plan, and plan out the core participants.

You have an approximate timeline of two weeks to complete this portion.


4-5 Weeks Before The Event

Once you’re done with the initial planning phase, you can move on to 4-5 weeks before the event section.

The first section includes booking guests/speakers, and it contains all the information related to every VIP guest you’re inviting to the event.

After you’re done with the first section, you move to the prepare assets for the event section.

In this section, you’ll cover all the decoration, set up the public access points, obtain the venue, and prepare any speakers.

The final part is to begin promoting the event section; this could include creating a website, finding channels to contact guests, and finally creating your invitation.

One of the biggest reasons why events fail is that people focus more on publicity and less on planning.

However, when you’re using our event planning template, it’ll help ensure that you can focus on planning and promotion at the same time.

While the advertisement is crucial, the reason why so many events fail is because of poor planning.


2-3 Weeks Before The Event

Once you’re in this phase of the event planning process, you have two main sections to address.

The first section confirms attendance & other requirements.

Here you must collect RSVPs and print any necessary name tags.

The final step in the process is confirming the venue and the logistics.

These logistics include all the parking arrangements for the guests and other volunteers who will work the event.

Additionally, you’ll also need to prepare the run-sheet for the event.

The run-sheet will consist of the timing of everything that’s going to work through the event.

It’s necessarily a timeline of all the activities that are supposed to happen.

It’s crucial to then distribute this sheet to all the individuals participating in the event.


Day Before Event

When you’re in this phase of the event planning process, you must be finalizing preparation for the event.

Make all the necessary parking arrangements for all the staff involved in the event, double-check the venue, and the décor.

If you’ve got speakers at the event, you need to make sure that they’re running.

Any entertainment that you’ve set up for the event needs to go through final rehearsals.

If you find the time, go through a meeting with all the volunteers and explain their duties individually.

Finally, the last two sections deal with updating the run-sheet and undertaking equipment checks to ensure everything works.

Ensure you also confirm with the venue.

They need to make all the necessary preparations to get ready for the event.


Day Of The Event

For the day of the event, all the planning you’ve done before will come good.

There’s not a lot of planning that you’ll need to do, and it’s all about setting up everything for the day.

The set-up will include any signs that are going to direct the guests to the venue.

Set up a registration desk where you’ll register the guests that are attending the event.

Additionally, if you need to update the run sheet, any notifications must be followed up to inform the people involved.

To ensure that everything works smoothly, make sure you run through crucial stakeholders of the event.

The key stakeholders are any MCs that’ll be narrating the incident, speakers, volunteers, or the catering if there is any.


Post-Event Week 1

Once you’re done with the event, this stage deals with documenting the reception of the event.

Collect feedback from everyone involved.

This includes the guests, any speakers, or volunteers working with the event.

You need to prepare all the thank you messages you’re going to send out to guests and speakers.

Finally, you need to pay all the dues that are outstanding to suppliers, speakers, and staff.

After the event, you should also follow up with your company.

This will give you the best idea of how they feel about the event.

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