How to use Microsoft Excel templates for event planning

Microsoft Excel is often associated with company finances, family budgets, and other numerical data. But Excel can be a great tool for planning events like weddings, showers, parties, and more. Keep reading to learn about 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 keeping track of everything. If you’re an Excel user and open the app every day, consider using it for your next activity.

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 you have other people helping you with your event, you can split tasks with your planner.

Event Scheduler and Timeline

This Event Planner and Timeline template is suitable for almost any type of event. It is flexible enough to be used for a business seminar or family celebration.

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 the “Expenses” and “Incomes” sheets for the financial part of the event. Then view the budget on the summary page.

Event planner and expense schedule template

Baby shower planner

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

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

Up to and including shower day, use a to-do list for what needs to be done and when, with dots for notes.

Baby Shower Planning Excel Template

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

Party Planner

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

Note. This is a premium template available for free with Microsoft 365. If you don’t have Microsoft 365, check out this Team Event Planner template .

The template includes to-do list sheets for tasks leading up to the party. You can also use sheets to keep track of your food and drink expenses, the guests you invite and their responses to invitations, and the events you’re planning.

To-Do with Food and Drinks Party Planner Template

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

Progress Section of the Party Planner Template

Event Budget Templates

While event planners may include budgets, this may be the budget you need. With these templates, you can plan your purchases down to the smallest detail, stay on schedule, and share your budget with other members.

wedding budget tracker

If there’s one event that needs a budget and a good way to keep track of it, it’s the wedding. Microsoft offers nearly 10 wedding budgets to choose from.

This wedding budget tracker template is a great option. This gives you a worksheet to add estimated and actual costs for that special day. From dress to reception, you can easily keep track of it all.

Wedding Budget Excel Template

Then review the budget summary table to see how well you are on budget. You can also add donations from family or friends along with additional funds available.

Fundraising event budget

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

The template includes multiple sheets for Expense, Income, Income Items, Expense Items, Names, and Overview. Just add items, costs, income and dates.

Fundraising Excel Template

Then go to the event overview sheet for a bird’s eye view of it all. You’ll see your fundraising goal, the amount raised, and the amount you still need to reach your goal.

See what was collected or spent, by whom and when. Use 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.

Event Guest List Templates

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

wedding guest list

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

Once you add a guest, you can specify their relationship to the bride or groom and the number of guests at their party.

You can also track guests’ location and food selections at the front desk.

Wedding Guest List Excel Template

List of dinner parties

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

Despite its simplicity, it allows you to keep track of the date, guests and menu. In addition, you can add any notes you need. You can easily add sheets for different menus or foods for people with special needs.

Advice. Consider linking menu sheets to the Menu field for each guest on the master sheet.

Dinner Party Guest List Excel Template

When hosting a food party, be aware that some guests may have dietary restrictions. This template will help you keep track of not only your guests, but also the menu they will need.

wedding list templates

Checklists are essential when it comes to event planning. This is especially true for weddings, as every detail matters. Keep in mind that these templates can be used for other events as well. Just edit the template checklists to suit your case.

wedding playlist

When the reception starts, make sure the music you choose matches this wedding playlist template.

Include the track and song number along with the artist and album information so there are no questions about what tune you expect to hear.

You can also add the duration and what the song is for, whether you want it to be played during the first dance or the cake cutting.

Wedding Playlist Excel Template

wedding chronicle planner

Although this template is called the Wedding Schedule Planner , it is technically a checklist of everything that needs to be done in the run-up to your wedding day.

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 your special day and plan what you need to do 9-12 months in advance. Finish it off with what you need to do on your wedding day.

Just follow the timeline, add your own items as needed, and use the Done column to mark things off as they’re completed.

Wedding Schedule Planner Excel Template

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

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