Whether or not you’re knowledgeable occasion planner, placing collectively an essential convention for work, or simply throwing an enormous social gathering, occasion planning templates can assist you keep organized. From monitoring prices to vendor contact info and visitor RSVPs, the suitable system can guarantee every thing goes based on plan whereas saving your sanity alongside the best way.
monday.com: An occasion planning dashboard for managing a number of occasions, tasks, and staff
Planning an occasion is so much like managing a undertaking, particularly for those who’re juggling a number of occasions alongside different tasks and a workforce on the similar time. Since monday.com is likely one of the greatest undertaking administration options in the marketplace right this moment, it’s excellent for managing all three inside the similar platform.
It comes with every thing you want (after which some) to remain organized, plus there’s a free plan for as much as two customers if you wish to attempt it earlier than upgrading to a paid plan.
Extra on monday.com: monday.com Evaluate | monday.com vs Wrike | monday.com vs. Pipedrive.
Other than with the ability to deal with nearly any kind of undertaking or merchandise you have to hold observe of, my favourite a part of this occasion planning template is the built-in finances monitoring options.
It permits you to set a finances for a whole quarter or 12 months and allocate that cash throughout your entire occasions. Alternatively, you may set a singular finances for every occasion, and observe spending by class.
No matter the way you method this, you may keep watch over your numbers and make sure you keep inside your finances constraints.
I additionally like that monday.com helps you streamline the RSVP course of. You may simply ship out an RSVP type to routinely observe attendees with out having to take care of handbook inputs which are time-consuming and liable to human error.
Every RSVP will present up in your system with all the small print the person offered.
ClickUp: Occasion planning templates for collaborative groups
ClickUp’s undertaking 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 ideal choice for groups planning occasions collectively. ClickUp additionally makes it straightforward to trace progress and perceive everybody’s obligations.
You will get began with ClickUp totally free and work with a limiteless variety of customers for free of 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: Finest for delegating obligations and monitoring priorities
This primary ClickUp occasion planning template works properly for small-to-mid-sized occasions. I believe it safely helps occasions with as much as 250 contributors, and it really works equally properly for smaller occasions with 50 to 100-person visitor lists.
Your whole workforce can use this to align occasion sources, visualize what must occur, and guarantee every thing will get accomplished on time and underneath finances.
The default template comes with six views, together with lists, calendars, and extra. My favourite half is that 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 thing by precedence.
You may simply drag and drop duties to completely different sections to make sure your workforce’s all the time engaged on what’s most essential.
ClickUp’s inbuilt commenting and mentions function permits you to alert the assignee of precedence adjustments so everybody’s all the time within the loop. Customers can have a look at all of their assigned work, type it by precedence, and work down their checklist.
This alone can assist you keep away from repetitive conferences since every thing’s simply seen.
I additionally like that undertaking or occasion managers can have a look at every particular person’s workload and rebalance every thing as wanted by dragging duties to another person.
Template 2: Finest for big company occasions and conferences
If you have 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 gives simply that — it’s extra superior than the primary and takes a bit extra time to arrange, nevertheless it’s value it for complicated vents which have quite a lot of transferring components.
It really works notably properly in case you have sponsors, exhibitors, visitors, and quite a lot of completely different parts you have to keep on prime of.
The most effective half is that it comes with a pre-built expense consumption type, permitting your workforce to trace their bills in the direction of your finances. Every expense might be categorized, so it really works simply as properly for reimbursements too.
You might even arrange a separate type for sponsors, visitors, or distributors if you have to collect extra info from them.
The sponsor space permits you to group them by tier (for those who’d like). For instance, you could possibly have completely different statuses based mostly on donation quantities. You too can hold observe of funds and donations, their attendance at your occasion, and even numerous actions to meet sponsor guarantees.
For RSVPs, there’s a strong registration tracker arrange for managing several types of tickets. You may simplify for those who don’t want all that, nevertheless it’s good to have it already constructed out.
One other standout function of this template is that it will possibly enable you collect suggestions after the occasion is over.
Wrike: An occasion planning template for ongoing inside occasions
Wrike is a extremely structured undertaking administration software that accommodates groups of all sizes. Not like different undertaking administration platforms that prohibit the variety of customers on the free tier, Wrike’s free plan permits you to onboard as many customers as you’d like.
It additionally has a spread of inbuilt 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 straightforward to visualise every thing and keep on prime of each job required to arrange every occasion.
Every occasion can have its personal proprietor, due date, precedence, and duties. Drilling down one degree additional, every job also can have its personal assignee, standing, and extra.
You may plan occasions throughout your whole firm in a single place or break them up into a number of tasks or workspaces.
Every workspace might be rolled as much as the next degree view, making it nice for managers that have to see all of the work in a single place. Plus, you should utilize the template’s inbuilt scheduling system and request types to trace attendance.
My favourite component is that 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 strong undertaking administration system for client-based companies. It could possibly additionally work properly for different kinds of fashions, nevertheless it’s objective constructed for companies and freelancers.
It has all the everyday undertaking and job administration options you anticipate plus issues like retainer administration, useful resource scheduling, inbuilt invoicing, time monitoring, customizable consumer views, and proofing workflows.
There’s a free plan for as much as 5 folks if you wish to attempt 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 have the ability to plan forward, hold observe of all of the work concerned, and handle all of the transferring components in a single place.
Whether or not you have to construct an electronic mail marketing campaign, occasion touchdown web page, finalize your vendor checklist, this template has every thing you have to keep organized and attain extra of the suitable folks.
One other standout function is the flexibility to create reusable workflows you may copy to a brand new undertaking in just a few clicks.
When you’ve discovered one of the best ways to advertise your occasions, you may 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 for those who use it to plan recurring occasions or quite a lot of brief occasions again to again.
When you like Teamwork however you’re not a marketer, this template can simply be tailored to different departments as properly.
Try our curated checklist of the greatest free advertising and marketing plan templates for those who’re in search of one thing broader that can enable you develop a basic advertising and marketing plan.
Notion: A private social gathering planning template
Notion is a web based productiveness platform that brings tables, spreadsheets, paperwork, and collaborative parts collectively. It begins as a clean slate and allows you to create a personalised workspace that matches your wants.
When you’re utilizing it by your self, you should utilize the free plan with out having to improve for a very long time, making it excellent 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 undertaking administration instruments we’ve lined to this point. This template, alternatively, is straightforward and designed for private use.
It’s nice for those who’re planning one thing and don’t need any of the small print to slide by means of the cracks.
You’ll have the ability to add all of your motion gadgets, hold observe of who’s bringing what, and even assign duties to different folks. However the perfect half is that you could publish your workspace totally free — this makes it seen to anybody who has the hyperlink, so you should utilize it as a digital invitation.
Attendees will have the ability to RSVP, point out any additional visitors, signal as much as carry gadgets, let you recognize about meals allergy symptoms, or every other particulars you may want from them.
Total, it’s a easy means to verify your subsequent social gathering goes off with out a hitch.
Free occasion planning templates for Excel
When you’re a person or a small workforce planning a one-off occasion, you most likely don’t want undertaking administration software program. A spreadsheet will likely be greater than sufficient, particularly in case you have a template that will help you get began.
Whether or not you’re planning a child bathe, household reunion, or a vacation social gathering at work, Excel or Google Sheets plus a bunch chat or electronic mail thread is usually all you want.
Template 1: An in depth occasion planning guidelines for Excel
TeamGantt is nice for constructing Gantt charts, nevertheless it additionally gives a ton of free templates for Excel and Google Sheets. Top-of-the-line occasion planning templates is a pre-made guidelines protecting dozens of various parts you might have to hold observe of.
It’s straightforward so as to add your personal duties or edit the prevailing duties to match your wants.
Quite than utilizing a regular standing drop down, you’ll have the ability to set percentages that replicate every job’s progress. It then calculates the general share for every class.
Every job can have its personal begin and finish date, assignee, estimated hours, and precise hours so you may evaluate.
Though this template is straightforward, a simple guidelines is usually all you want.
It’s additionally obtainable to be used in TeamGantt if you need extra strong visualization and monitoring capabilities. With a paid plan, you’ll have the ability 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 utility builder that additionally gives free small enterprise templates for Excel and Google Sheets. One among their greatest templates is a straightforward occasion planner that’s excellent for sharing an organization large calendar.
Quite 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 could possibly work properly for people or small groups who want a straightforward technique to hold observe of upcoming occasions. Whether or not you’re organizing guide signings and writer readings, artwork lessons for youths, reside reveals, or particular reductions, it’s extremely straightforward to make use of.
There’s a separate tab for every month and you may create extra copies to proceed utilizing it 12 months after 12 months.
Any time somebody must guide an occasion, they’ll test the calendar to see when there’s an open date. They’ll additionally have the ability to add theirs so no one else takes it.
When to make use of an occasion planning template
When you’re planning an occasion and also you want one thing extra organized than a easy to-do checklist in your telephone, an occasion planning template can assist guarantee every thing is finished on time.
Listed here are just a few eventualities the place a template can positively 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 additional visitors.
- Your occasion is longer than just a few hours.
- Collaboration with others is required.
- You might want to observe bills.
Undecided for those who ought to use one? Create an inventory of every thing you have to get accomplished. When you nonetheless really feel overwhelmed, a template can assist you get much more organized till you are feeling assured every thing is accounted for.
Templates, undertaking administration instruments, and productiveness platforms additionally provide different advantages, like automations, notifications, and analytics.
You received’t get these from a spreadsheet or notice in your telephone. When you want or need any of these issues, upgrading to one thing extra highly effective and utilizing one of many templates on this information gives you entry to extra options.
How to decide on the suitable occasion planning template
Similar to occasions are available 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 going down, and most are someplace in between.
Generally, you should utilize any of the templates right here. It actually received’t matter which one you employ since you’ll have the ability to customise it to match your wants.
Nonetheless, it’s a good suggestion to start out with a template that’s shut for those who don’t need to do quite a lot of tweaking to make it work.
The next issues can assist you slender 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 so much simpler than planning recurring occasions or a number of occasions on the similar time. As such, templates for one-off occasions are typically 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 completely different ranges of planning and coordination.
- Price range planning — Do you want or need to observe bills in opposition to your finances? Not each occasion planning template gives this function out of the field.
- Timeline — You should use one thing easy, like a spreadsheet for those who’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.
- Job monitoring sophistication — Do you need to handle job dependencies, priorities, due dates, notifications, and assignees? If that’s the case, selecting a template that works in a undertaking administration software you want is your greatest guess.
