Whether or not you’re an expert occasion planner, placing collectively an necessary convention for work, or simply throwing an enormous get together, occasion planning templates may also help you keep organized. From monitoring prices to vendor contact info and visitor RSVPs, the correct system can guarantee every part goes based on plan whereas saving your sanity alongside the way in which.
monday.com: An occasion planning dashboard for managing a number of occasions, initiatives, and staff
Planning an occasion is lots like managing a venture, particularly if you happen to’re juggling a number of occasions alongside different initiatives and a workforce on the similar time. Since monday.com is among the greatest venture administration options available on the market at present, it’s good for managing all three throughout the similar platform.
It comes with every part you want (after which some) to remain organized, plus there’s a free plan for as much as two customers if you wish to strive it earlier than upgrading to a paid plan.
Extra on monday.com: monday.com Evaluate | monday.com vs Wrike | monday.com vs. Pipedrive.
Apart from having the ability to deal with nearly any kind of venture or merchandise it’s worthwhile to preserve monitor of, my favourite a part of this occasion planning template is the built-in funds monitoring options.
It lets you set a funds for a complete quarter or yr and allocate that cash throughout your entire occasions. Alternatively, you’ll be able to set a singular funds for every occasion, and monitor spending by class.
No matter the way you method this, you’ll be able to control your numbers and make sure you keep inside your funds constraints.
I additionally like that monday.com helps you streamline the RSVP course of. You possibly can simply ship out an RSVP type to robotically monitor attendees with out having to cope with handbook inputs which might be time-consuming and susceptible to human error.
Every RSVP will present up in your system with all the main points the consumer supplied.
ClickUp: Occasion planning templates for collaborative groups
ClickUp’s venture administration system is constructed for collaboration out of the field, together with workforce chat, doc constructing, nested remark threads, and extra. This makes it an important choice for groups planning occasions collectively. ClickUp additionally makes it simple to trace progress and perceive everybody’s obligations.
You will get began with ClickUp free of charge and work with a vast variety of customers without charge. Nonetheless, most groups will get essentially the most out of it by upgrading to a paid plan.
Extra on ClickUp: ClickUp Evaluate | ClickUp vs Asana | ClickUp vs Notion.
Template 1: Greatest for delegating obligations and monitoring priorities
This primary ClickUp occasion planning template works properly for small-to-mid-sized occasions. I feel it safely helps occasions with as much as 250 individuals, and it really works equally properly for smaller occasions with 50 to 100-person visitor lists.
Your complete workforce can use this to align occasion sources, visualize what must occur, and guarantee every part will get performed on time and below funds.
The default template comes with six views, together with lists, calendars, and extra. My favourite half is you could set precedence ranges as soon as and use shade coded flags to visually perceive precedence in any view at a look.
On prime of that, there’s a separate prioritization board that teams every part by precedence.
You possibly can simply drag and drop duties to totally different sections to make sure your workforce’s all the time engaged on what’s most necessary.
ClickUp’s in-built commenting and mentions characteristic helps you to alert the assignee of precedence modifications so everybody’s all the time within the loop. Customers can take a look at all of their assigned work, type it by precedence, and work down their record.
This alone may also help you keep away from repetitive conferences since every part’s simply seen.
I additionally like that venture or occasion managers can take a look at every individual’s workload and rebalance every part as wanted by dragging duties to another person.
Template 2: Greatest for giant company occasions and conferences
If it’s worthwhile to plan and host bigger occasions, like conferences or company offsites, you’ll want one thing with a bit extra energy. This second ClickUp template provides simply that — it’s extra superior than the primary and takes a bit extra time to arrange, nevertheless it’s price it for complicated vents which have a variety of transferring components.
It really works significantly properly if in case you have sponsors, exhibitors, visitors, and a variety of totally different parts it’s worthwhile to keep on prime of.
One of the best half is that it comes with a pre-built expense consumption type, permitting your workforce to trace their bills in the direction of your funds. Every expense may be categorized, so it really works simply as properly for reimbursements too.
You possibly can even arrange a separate type for sponsors, visitors, or distributors if it’s worthwhile to collect extra info from them.
The sponsor space helps you to group them by tier (if you happen to’d like). For instance, you can have totally different statuses based mostly on donation quantities. You can too preserve monitor of funds and donations, their attendance at your occasion, and even varied actions to satisfy sponsor guarantees.
For RSVPs, there’s a sturdy registration tracker arrange for managing several types of tickets. You possibly can simplify if you happen to don’t want all that, nevertheless it’s good to have it already constructed out.
One other standout characteristic of this template is that it may possibly enable you collect suggestions after the occasion is over.
Wrike: An occasion planning template for ongoing inner occasions
Wrike is a extremely structured venture administration instrument that accommodates groups of all sizes. In contrast to different venture administration platforms that prohibit the variety of customers on the free tier, Wrike’s free plan helps you to onboard as many customers as you’d like.
It additionally has a variety of in-built views that may assist handle recurring occasions plus all of the work required to make them occur.
Extra on Wrike: Wrike Evaluate | Wrike vs Smartsheet | Wrike vs Asana.
Whether or not you’re managing common conferences, product launches, or casual events, this template makes it simple to visualise every part and keep on prime of each process required to arrange every occasion.
Every occasion can have its personal proprietor, due date, precedence, and duties. Drilling down one stage additional, every process also can have its personal assignee, standing, and extra.
You possibly can plan occasions throughout your complete firm in a single place or break them up into a number of initiatives or workspaces.
Every workspace may be rolled as much as the next stage view, making it nice for managers that have to see all of the work in a single place. Plus, you need to use the template’s in-built scheduling system and request varieties to trace attendance.
My favourite factor is you could map everybody on a Gantt chart with dependencies. Nonetheless, you must be on a paid plan to make use of Gantt charts in Wrike.
Teamwork: An occasion planner for entrepreneurs
Teamwork is a sturdy venture administration system for client-based companies. It will probably additionally work properly for different sorts of fashions, nevertheless it’s objective constructed for companies and freelancers.
It has all the standard venture and process administration options you count on plus issues like retainer administration, useful resource scheduling, in-built invoicing, time monitoring, customizable consumer views, and proofing workflows.
There’s a free plan for as much as 5 folks if you wish to strive it out, however most companies might want to improve to a paid plan.
Extra on Teamwork: Teamwork Evaluate | Teamwork vs monday.com | Teamwork Options.
My favourite occasion planning template for Teamwork is particularly for entrepreneurs who want to prepare and promote occasions. You’ll be capable to plan forward, preserve monitor of all of the work concerned, and handle all of the transferring components in a single place.
Whether or not it’s worthwhile to construct an electronic mail marketing campaign, occasion touchdown web page, finalize your vendor record, this template has every part it’s worthwhile to keep organized and attain extra of the correct folks.
One other standout characteristic is the power to create reusable workflows you’ll be able to copy to a brand new venture in just a few clicks.
When you’ve found out one of the simplest ways to advertise your occasions, you’ll be able to simply replicate it with out having so as to add all of the duties and assignees from scratch. It may be an enormous time saver, particularly if you happen to use it to plan recurring occasions or a variety of brief occasions again to again.
Should you like Teamwork however you’re not a marketer, this template can simply be tailored to different departments as properly.
Take a look at our curated record of the very best free advertising plan templates if you happen to’re on the lookout for one thing broader that can enable you develop a basic advertising plan.
Notion: A private get together planning template
Notion is an internet productiveness platform that brings tables, spreadsheets, paperwork, and collaborative parts collectively. It begins as a clean slate and allows you to create a customized workspace that matches your wants.
Should you’re utilizing it by your self, you need to use the free plan with out having to improve for a very long time, making it good for planning private events.
Extra on Notion: Notion Evaluate | Notion vs Asana | Notion vs OneNote.
Solo planners don’t want all of the bells and whistles that include all of the venture administration instruments we’ve lined up to now. This template, however, is straightforward and designed for private use.
It’s nice if you happen to’re planning one thing and don’t need any of the main points to slide by way of the cracks.
You’ll be capable to add all of your motion gadgets, preserve monitor of who’s bringing what, and even assign duties to different folks. However the very best half is you could publish your workspace free of charge — this makes it seen to anybody who has the hyperlink, so you need to use it as a digital invitation.
Attendees will be capable to RSVP, point out any further visitors, signal as much as deliver gadgets, let you already know about meals allergic reactions, or every other particulars you would possibly want from them.
General, it’s a easy means to ensure your subsequent get together goes off with out a hitch.
Free occasion planning templates for Excel
Should you’re a person or a small workforce planning a one-off occasion, you in all probability don’t want venture administration software program. A spreadsheet shall be greater than sufficient, particularly if in case you have a template that can assist you get began.
Whether or not you’re planning a child bathe, household reunion, or a vacation get together at work, Excel or Google Sheets plus a bunch chat or electronic mail thread is commonly all you want.
Template 1: An in depth occasion planning guidelines for Excel
TeamGantt is nice for constructing Gantt charts, nevertheless it additionally provides a ton of free templates for Excel and Google Sheets. Among the finest occasion planning templates is a pre-made guidelines masking dozens of various parts you might have to preserve monitor of.
It’s simple so as to add your individual duties or edit the present duties to match your wants.
Fairly than utilizing an ordinary standing drop down, you’ll be capable to set percentages that mirror every process’s progress. It then calculates the general proportion for every class.
Every process can have its personal begin and finish date, assignee, estimated hours, and precise hours so you’ll be able to examine.
Though this template is straightforward, a simple guidelines is commonly all you want.
It’s additionally accessible to be used in TeamGantt if you would like extra sturdy visualization and monitoring capabilities. With a paid plan, you’ll be capable to construct out Gantt charts, arrange notifications, and collaborate with a workforce utilizing an analogous setup.
Template 2: A easy occasion calendar for small companies
Knack is a no-code software builder that additionally provides free small enterprise templates for Excel and Google Sheets. One among their greatest templates is a straightforward occasion planner that’s good for sharing an organization vast calendar.
Fairly than planning all of the work that should occur earlier than, throughout, and after an occasion, this template is a straightforward calendar that permits you to and your workforce add occasions as wanted.
It will probably work properly for people or small groups who want a simple method to preserve monitor of upcoming occasions. Whether or not you’re organizing e book signings and writer readings, artwork lessons for teenagers, dwell reveals, or particular reductions, it’s extremely simple to make use of.
There’s a separate tab for every month and you’ll create extra copies to proceed utilizing it yr after yr.
Any time somebody must e book an occasion, they will verify the calendar to see when there’s an open date. They’ll additionally be capable to add theirs so no one else takes it.
When to make use of an occasion planning template
Should you’re planning an occasion and also you want one thing extra organized than a easy to-do record in your cellphone, an occasion planning template may also help guarantee every part is finished on time.
Listed below are just a few eventualities the place a template can undoubtedly assist:
- An occasion with greater than 50 visitors.
- Recurring occasions or a number of occasions on the similar time.
- Advanced logistics (like distributors, exhibitors, and sponsors).
- Attendees will RSVP and probably add further visitors.
- Your occasion is longer than just a few hours.
- Collaboration with others is required.
- You want to monitor bills.
Unsure if you happen to ought to use one? Create a listing of every part it’s worthwhile to get performed. Should you nonetheless really feel overwhelmed, a template may also help you get much more organized till you are feeling assured every part is accounted for.
Templates, venture administration instruments, and productiveness platforms additionally provide different advantages, like automations, notifications, and analytics.
You received’t get these from a spreadsheet or observe in your cellphone. Should you want or need any of these issues, upgrading to one thing extra highly effective and utilizing one of many templates on this information provides you with entry to extra options.
How to decide on the correct occasion planning template
Identical to occasions are available in all flavors, templates for planning them do too. Some allow you to plan all of the work concerned, others are a easy calendar to let others know when occasions are happening, and most are someplace in between.
Generally, you need to use any of the templates right here. It actually received’t matter which one you utilize since you’ll be capable to customise it to match your wants.
Nonetheless, it’s a good suggestion to start out with a template that’s shut if you happen to don’t need to do a variety of tweaking to make it work.
The next issues may also help you slim it down:
- Solo vs collaborative occasions — Some templates are clearly meant for people, whereas others provide extra performance for working with a workforce.
- One-off vs ongoing wants — Planning one occasion is lots simpler than planning recurring occasions or a number of occasions on the similar time. As such, templates for one-off occasions are usually easy and simple whereas others are extra complicated.
- Variety of visitors — Occasions with 25 visitors, 250 visitors, and a pair of,500 visitors require very totally different ranges of planning and coordination.
- Finances planning — Do you want or need to monitor bills towards your funds? Not each occasion planning template provides this characteristic out of the field.
- Timeline — You need to use one thing easy, like a spreadsheet if you happen to’re planning an occasion that’s within the subsequent couple of weeks, whereas you’ll want one thing extra superior for planning an occasion that’s 3-6+ months away. The identical is true for planning an occasion that lasts just a few hours vs planning one which spans a number of days or even weeks.
- Process monitoring sophistication — Do you need to handle process dependencies, priorities, due dates, notifications, and assignees? In that case, selecting a template that works in a venture administration instrument you want is your greatest guess.