How to Use Microsoft Excel Templates for Event Planning

Download one of these event planning templates from the official Microsoft Office template download site. Templates are available for a wide variety of events, including parties and baby showers, budgeting and fundraisers, and guest lists.

Microsoft Excel is often synonymous with business financial data, household budgets, and other numerical data. But Excel can be a great tool for planning events like weddings, showers, parties, etc. Keep reading to discover templates you can use to plan your next event.

From budget and guest list to music, you can spend more time preparing and less time tracking everything. If you’re an Excel user who opens the app every day, consider using it for your next event.

Event Planning Templates

The most successful events usually start with a plan. With event planning templates, you can keep track of everything that needs to be done. And if other people are helping you organize your event, you can distribute the tasks using your planner.

RELATED: How to Create a Project Timeline in Microsoft Excel

Event planner and timeline

This event planner and timeline template works for almost all types of events. It is flexible enough to be used for a business seminar or a family reunion.

To note: This is a Premium template available for free with Microsoft 365. If you don’t have Microsoft 365, check out this Event Planning Tracker template.

You have an event planner sheet where you enter the agenda, checklist, event categories, and key contacts.

Event planner and timeline excel template

Use expense and income sheets for the financial parts of the event. Then review the budget at a glance on the summary sheet.

Event Planner and Timeline Expense Model

baby shower planner

While this baby shower planner is perfect for planning an event for the mom-to-be, it can also be used for a bridal shower.

It comes with a guest list that includes RSVP and number of guests in each party. You can use the Food/Drink, Decorations, and Other Supplies sections to list everything you need to buy along with the costs.

Until and including shower day, use the to-do list to keep track of what needs to be done and when, with places for notes.

baby shower planner excel template

Whether it’s for a baby or a bride, keep this pattern in mind when planning a shower.

A party planner

Before the guests arrive and the dancing begins, make sure your party is planned with this party planner template.

To note: This is a Premium template available for free with Microsoft 365. If you don’t have Microsoft 365, check out this Group Event Planner template.

The template includes sheets for a to-do list for tasks leading up to the party. You can also use the sheets to track your food and drink with costs, the guests you invite and their RSVPs, and the activities you plan.

To-Do Party Planner Template with Food and Drinks

You also have a nice single-sheet overview that shows you progress, budget, and number of guests.

Party planner template progress section

Event Budget Templates

Although event planners may include budgets, this may just be the budget you need. With these templates, you can plan your purchases down to the smallest detail, stay on track, and share your budget with others involved.

RELATED: How to Make a Simple Budget in Microsoft Excel

Wedding Budget Tracker

If there’s one event that requires a budget and a great way to track it, it’s a wedding. Microsoft offers nearly 10 wedding budgets to choose from.

This wedding budget tracker template is a great option. It gives you a sheet to add estimated and actual costs for that special day. From dress code to reception, you can track everything easily.

wedding budget excel template

Then, check the budget summary sheet to see how well you are sticking to your budget. You can also add contributions from family or friends as well as additional available funds.

Fundraising event budget

Another event that needs a solid budget is a fundraiser. You can make sure you stay within your organization’s means with this fundraising event budget template.

The template includes multiple sheets for expenses, income, income items, expense items, names, and an overview. Just add items, costs, revenues and dates.

Fundraising Event Excel Template

Next, head over to the event overview sheet for an overview of it all. You’ll see your fundraising goal, the amount raised, and the amount you still need to reach the goal.

See what was collected or spent, by whom and when. Take advantage of filters in columns to sort or filter and sliders to see specific items.

Fundraising Event Template Expenses and Income

This template has everything you need for a one-day or ongoing fundraiser.

RELATED: How to Start a Fundraiser After an Emergency Using Facebook

Event Guest List Templates

If your contribution to the event is keeping track of the guest list or invitations, you’ll appreciate this next set of templates.

wedding guest list

Using this wedding guest list template, you can list the guests you plan to invite and track everything from start to finish.

Once you’ve added a guest, you can include their relationship to the bride or groom and the number of guests in their party.

You can also track the seating arrangements and food choices of your guests at the front desk.

wedding guest list excel template

dinner list

Whether you’re hosting a dinner party or need a way to track guests for another type of event, try this dinner list template.

Although simple, it lets you track the date, guests, and menu. Moreover, you can add all the necessary notes. You can easily add sheets for different menus or foods for people with special needs.

Point: Consider linking menu sheets to the Menu field for each guest on the main sheet.

dinner guest list excel template

When hosting a party that includes food, remember that some guests may have dietary restrictions. This template helps you track not only the guests, but also the menu they will need.

wedding registry templates

Checklists are a necessity when it comes to event planning. This is especially true for weddings, because every detail counts. Keep in mind that these templates can also be used for other events. Simply modify the checklist templates to suit your occasion.

RELATED: How to Create a Checklist in Microsoft Excel

wedding playlist

When the reception begins, make sure your music selections are in order with this wedding playlist template.

Include the track number and song along with artist and album details, so there’s no doubt which song you’re expecting to hear.

You can also add the duration and usage of the song, whether you want it to play during the first dance or the cutting of the cake.

Wedding Reading List Excel Template

wedding timeline planner

Although this template is called Wedding Timeline Planner, it’s technically a checklist of everything that needs to be done before your wedding day.

To note: This is a Premium template available for free with Microsoft 365. If you don’t have Microsoft 365, check out this wedding timeline checklist template for Microsoft Word.

Start a year before the special day and plan what you need to do nine to twelve months in advance. Finish with what you need to do on the wedding day.

Just follow the timeline, add your own items as needed, and use the Completed column to mark things as you complete them.

wedding timeline planner excel template

Make sure you have the tools you need to plan and execute an event everyone will remember. These event planning templates for Excel can help you do just that.

Comments are closed.