Event planning can be a daunting task, but using an event planner template can make the process much easier. In this article, we’ll discuss what an event planner is and why you need one, then we’ll walk you through how to create your event planner template in 10 easy steps.
We’ll also give you some tips and tricks for making the most of your event planning template. Let’s get started!
Table of Contents
- 1 What is an Event Planner?
- 2 Why Use an Event Planner Template?
- 3 How to Create Your Event Planner Template
- 3.1 Step 1: Decide what kind of information your event planner should include
- 3.2 Step 2: Gather all the information you need
- 3.3 Step 3: Create your template document or spreadsheet
- 3.4 Step 4: Formatting your template
- 3.5 Step 5: Customise your event planner template
- 3.6 Step 6: Printing your event planner
- 3.7 Step 7: Using your event planner
- 3.8 Step 8: Updating your event planner
- 3.9 Step 9: Share your event planner
- 4 Conclusion
What is an Event Planner?
An event planner is a document or spreadsheet that helps you plan an event from start to finish. It includes all the information necessary to organise and execute the event, including:
- Event details such as the date, time, location, and agenda.
- Guestlist and contact information for each guest.
- Speakers or presenters at the event along with their biographies.
- A list of things to be purchased for food, drinks, rentals, etc.
- If you’re using an event planning template with a place for recommended vendors, you’ll want to include that info in this section.
- Tasks with due dates – usually broken down by department (i.e., marketing, decorations, etc.).
- People who are responsible for completing each task. This is where it’s crucial to assign clear owners so people know who is accountable.
An event planning checklist can be a simple document or spreadsheet, or it can be more complex with separate tabs for each section. The key is to make sure that it includes all the information you need to plan your event effectively.
Why Use an Event Planner Template?
There are a few reasons why using an event planner template is a good idea:
It saves time: Having all the information you need in one place means that you don’t have to spend time hunting down bits of information scattered across different documents or emails. This also makes it easier to track what still needs to be done and who is responsible for completing each task.
It reduces stress: Planning an event can be stressful enough, especially if you’re responsible for getting the logistics in order. Having an event planner template with most of the collected information means less work for you and fewer things to worry about.
It ensures accuracy: When everything is collected in one place, it’s easy to double-check for errors or missing information since they will most likely stand out. This protects you from leaving out important details or forgetting something vital to the event.
Plus, with everyone using the same template, you know that all your info is up-to-date since no one can undermine your efforts by slipping in inaccurate information when you’re not looking!
How to Create Your Event Planner Template
Now that you know why an event planner is essential, let’s walk through how to create your own. It will take about an hour, depending on how complicated you want it to be and if you have to gather all the information first or not.
You should also feel free to adapt these steps for your specific needs, so don’t stick strictly with this order if things work better for you in a different order.
Step 1: Decide what kind of information your event planner should include
Determine what each section needs to include, then list them in order of importance (i.e., the must-haves vs. nice-to-haves). Keep in mind that some sections might overlap – e.g., one person might be responsible for both the food and drinks.
Step 2: Gather all the information you need
Start by collecting all the information you already have, such as the event date, time, and location. If you’re working with a team, ask everyone to contribute what they know. This will help you avoid any duplication of effort down the road.
Step 3: Create your template document or spreadsheet
Now it’s time to create your event planner template. You can either use a word processing document or a spreadsheet program like Excel or Google Sheets. We recommend using Google Sheets since it’s free and easy to use if you’re starting from scratch. Here are the basic steps for creating a new document in Google Sheets:
- Go to https://docs.google.com/ and click on the red “Create a new document” button.
- Select “Google Sheets” from the list of options.
- Give your document a name and click on the “Create” button.
Now that you have your blank Google Sheet, it’s time to fill in the information. The first row will be for the headings, so use the labels you came up with in Step 1. You can then start populating each section with the appropriate information.
Step 4: Formatting your template
When creating your event planner, keep in mind how you want it to look. Do you want everything to be neatly aligned, or are you okay with a few things being slightly off? Keep in mind that some people will be using this from their mobile devices.
If you’re creating a spreadsheet, consider using Google Sheets to format everything since they have an Auto-formatting option that makes it easier to center headings and stick dates into the same column automatically. You can also create checkboxes or add color coding for different tasks by going to Insert > Shapes > More Shapes.
Step 5: Customise your event planner template
After you’ve added all the information you need, there are a few more steps before you can use it as your event planner document. First, if you plan to share this sheet with others, go to File > Make a copy to create a copy that you can edit, or go to File > Share and choose who you want to share it with and what level of access they have.
The other step is to customise the title and footer sections to include your event information. To do this, go to Tools > Page Setup, and in the Header & Footer section, click on the Edit link. This will open up a new window to add your event details (e.g., the name, date, location, etc.).
Step 6: Printing your event planner
Now that everything is set up, it’s time to print out a copy of your event planner. If you’re using a word processing document, you can print it out like any other document. If you’re using a Google Sheet, go to File > Print and choose the settings you want.
Step 7: Using your event planner
Now that you have your event planner printed out, it’s time to start using it! The first step is to add the event date and time. This will help you track how much time is left until the event. You can then start filling in the other sections with information as it becomes available.
Step 8: Updating your event planner
More details will need to be added and updated as events get closer. You can do this by simply editing the original document or spreadsheet. This way, everyone who needs access to the latest version will get it automatically.
After using your event planner and having a successful event, be sure to share it with anyone else who helped out so they know what went on and can learn from it. Whether you choose to do this via email or share the document on another platform like Google Drive is entirely up to you.
Everyone involved in planning an event must know how best to execute their tasks without duplicating each other’s efforts. This means creating a clear outline of the various responsibilities that need to be taken care of and assigning them appropriately.
The easiest way to go about doing this is by using one or more pre-made templates for all your events, whether it’s for work, school, or personal use.
Event planning templates are one of the most valuable tools available to organize events regularly. They help you save time and effort by guiding you through every step of the process from start to finish and make it easy for all your tasks and responsibilities to be properly delegated and assigned.
Event planners can stay on track even when under pressure with minimal confusion or mistakes by following a specific format that has been tried and tested over the years.
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