Whether or not you’re knowledgeable occasion planner, placing collectively an essential convention for work, or simply throwing a giant get together, occasion planning templates may also help you keep organized. From monitoring prices to vendor contact info and visitor RSVPs, the suitable system can guarantee the whole lot goes in response to plan whereas saving your sanity alongside the way in which.
monday.com: An occasion planning dashboard for managing a number of occasions, initiatives, and workers
Planning an occasion is so much like managing a challenge, particularly if you happen to’re juggling a number of occasions alongside different initiatives and a crew on the similar time. Since monday.com is among the greatest challenge administration options in the marketplace at the moment, it’s excellent for managing all three inside the similar platform.
It comes with the whole lot 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.
Except for with the ability to deal with nearly any kind of challenge or merchandise you have to preserve observe of, my favourite a part of this occasion planning template is the built-in price range monitoring options.
It lets you set a price range for a complete quarter or yr and allocate that cash throughout your entire occasions. Alternatively, you possibly can set a novel price range for every occasion, and observe spending by class.
No matter the way you method this, you possibly can control your numbers and make sure you keep inside your price range constraints.
I additionally like that monday.com helps you streamline the RSVP course of. You possibly can simply ship out an RSVP kind to routinely observe attendees with out having to take care of guide inputs which are time-consuming and vulnerable 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 challenge administration system is constructed for collaboration out of the field, together with crew chat, doc constructing, nested remark threads, and extra. This makes it an excellent possibility for groups planning occasions collectively. ClickUp additionally makes it simple to trace progress and perceive everybody’s tasks.
You may get began with ClickUp without spending a dime and work with an infinite variety of customers for free of charge. Nevertheless, 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 tasks and monitoring priorities
This primary ClickUp occasion planning template works effectively for small-to-mid-sized occasions. I feel it safely helps occasions with as much as 250 contributors, and it really works equally effectively for smaller occasions with 50 to 100-person visitor lists.
Your complete crew can use this to align occasion sources, visualize what must occur, and guarantee the whole lot will get executed on time and beneath price range.
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 high of that, there’s a separate prioritization board that teams the whole lot by precedence.
You possibly can simply drag and drop duties to completely different sections to make sure your crew’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 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 checklist.
This alone may also help you keep away from repetitive conferences since the whole lot’s simply seen.
I additionally like that challenge or occasion managers can take a look at every particular person’s workload and rebalance the whole lot as wanted by dragging duties to another person.
Template 2: Greatest for giant 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, but it surely’s value it for advanced vents which have numerous transferring elements.
It really works significantly effectively if in case you have sponsors, exhibitors, visitors, and numerous completely different parts you have to keep on high of.
One of the best half is that it comes with a pre-built expense consumption kind, permitting your crew to trace their bills in direction of your price range. Every expense will be categorized, so it really works simply as effectively for reimbursements too.
You could possibly even arrange a separate kind for sponsors, visitors, or distributors if you have to collect further info from them.
The sponsor space permits you to group them by tier (if you happen to’d like). For instance, you would have completely different statuses primarily based on donation quantities. You can too preserve observe of funds and donations, their attendance at your occasion, and even numerous actions to meet 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, but it surely’s good to have it already constructed out.
One other standout function of this template is that it could possibly assist you collect suggestions after the occasion is over.
Wrike: An occasion planning template for ongoing inside occasions
Wrike is a extremely structured challenge administration device that accommodates groups of all sizes. Not like different challenge 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 variety 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 simple to visualise the whole lot and keep on high 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 will be rolled as much as the next stage view, making it nice for managers that must see all of the work in a single place. Plus, you need to use the template’s inbuilt scheduling system and request types to trace attendance.
My favourite ingredient is that you could map everybody on a Gantt chart with dependencies. Nevertheless, you need to be on a paid plan to make use of Gantt charts in Wrike.
Teamwork: An occasion planner for entrepreneurs
Teamwork is a strong challenge administration system for client-based companies. It may additionally work effectively for different kinds of fashions, but it surely’s function constructed for companies and freelancers.
It has all the standard challenge and process 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 individuals 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 arrange and promote occasions. You’ll be capable of plan forward, preserve observe of all of the work concerned, and handle all of the transferring elements 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 the whole lot you have to keep organized and attain extra of the suitable individuals.
One other standout function is the flexibility to create reusable workflows you possibly can copy to a brand new challenge in a couple of clicks.
When you’ve discovered the easiest way to advertise your occasions, you possibly can 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 numerous 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 effectively.
Take a look at our curated checklist of the greatest free advertising and marketing plan templates if you happen to’re in search of one thing broader that may assist you develop a basic advertising and marketing plan.
Notion: A private get together 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.
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 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 challenge administration instruments we’ve coated to this point. This template, then again, is easy 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 means of the cracks.
You’ll be capable of add all of your motion objects, preserve observe of who’s bringing what, and even assign duties to different individuals. However one of the best half is that you could publish your workspace without spending a dime — this makes it seen to anybody who has the hyperlink, so you need to use it as a digital invitation.
Attendees will be capable of RSVP, point out any additional visitors, signal as much as convey objects, let you recognize about meals allergy symptoms, or another particulars you would possibly want from them.
Total, it’s a easy manner to verify your subsequent get together goes off and not using a hitch.
Free occasion planning templates for Excel
Should you’re a person or a small crew planning a one-off occasion, you in all probability don’t want challenge administration software program. A spreadsheet shall be greater than sufficient, particularly if 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 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, but it surely 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 it’s possible you’ll must preserve observe of.
It’s simple so as to add your personal duties or edit the prevailing duties to match your wants.
Reasonably than utilizing an ordinary standing drop down, you’ll be capable of set percentages that mirror every process’s progress. It then calculates the general share for every class.
Every process can have its personal begin and finish date, assignee, estimated hours, and precise hours so you possibly can evaluate.
Though this template is easy, a simple guidelines is commonly all you want.
It’s additionally out there to be used in TeamGantt in order for you extra strong visualization and monitoring capabilities. With a paid plan, you’ll be capable of construct out Gantt charts, arrange notifications, and collaborate with a crew utilizing the same setup.
Template 2: A easy occasion calendar for small companies
Knack is a no-code software builder that additionally gives free small enterprise templates for Excel and Google Sheets. One among their greatest templates is an easy occasion planner that’s excellent for sharing an organization vast calendar.
Reasonably than planning all of the work that should occur earlier than, throughout, and after an occasion, this template is an easy calendar that permits you to and your crew add occasions as wanted.
It may work effectively for people or small groups who want a straightforward strategy to preserve observe of upcoming occasions. Whether or not you’re organizing e-book signings and writer readings, artwork lessons for youths, dwell exhibits, or particular reductions, it’s extremely simple to make use of.
There’s a separate tab for every month and you may create further copies to proceed utilizing it yr after yr.
Any time somebody must e-book an occasion, they will examine the calendar to see when there’s an open date. They’ll additionally be capable of add theirs so no person 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 checklist in your cellphone, an occasion planning template may also help guarantee the whole lot is finished on time.
Listed below are a couple of situations 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.
- Complicated logistics (like distributors, exhibitors, and sponsors).
- Attendees will RSVP and probably add additional visitors.
- Your occasion is longer than a couple of hours.
- Collaboration with others is required.
- It’s worthwhile to observe bills.
Undecided if you happen to ought to use one? Create a listing of the whole lot you have to get executed. Should you nonetheless really feel overwhelmed, a template may also help you get much more organized till you’re feeling assured the whole lot is accounted for.
Templates, challenge administration instruments, and productiveness platforms additionally supply different advantages, like automations, notifications, and analytics.
You received’t get these from a spreadsheet or notice 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 offers you entry to extra options.
How to decide on the suitable occasion planning template
Similar 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.
Most often, you need to use any of the templates right here. It actually received’t matter which one you utilize since you’ll be capable of customise it to match your wants.
Nevertheless, it’s a good suggestion to begin with a template that’s shut if you happen to don’t wish to do numerous tweaking to make it work.
The next issues may also help you slender it down:
- Solo vs collaborative occasions — Some templates are clearly meant for people, whereas others supply extra performance for working with a crew.
- 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 usually easy and easy whereas others are extra advanced.
- Variety of visitors — Occasions with 25 visitors, 250 visitors, and a couple of,500 visitors require very completely different ranges of planning and coordination.
- Price range planning — Do you want or wish to observe bills towards your price range? Not each occasion planning template gives this function out of the field.
- Timeline — You should 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 a couple of hours vs planning one which spans a number of days or perhaps weeks.
- Job monitoring sophistication — Do you wish to handle process dependencies, priorities, due dates, notifications, and assignees? In that case, selecting a template that works in a challenge administration device you want is your greatest wager.