How to Create an Efficient Event Planning Template in Google Sheets

Event planning requires a lot of organization and management. Whether planning a wedding, a corporate gathering, or a small party, keeping track of everything can be overwhelming. Google Sheets offers a powerful and accessible way to keep your event planning in check.

Why Should You Have an Event Planning Tracker?

Having an event planning tracker is incredibly useful because it acts like your personal event guide, keeping track of all the details in one place. This means you won’t forget important tasks or overlook spending too much money. It helps you see what’s done and what needs attention, making your whole planning process less stressful. So, whether you’re organizing a small get-together or a big celebration, an event tracker will help ensure everything goes as planned and you actually get to enjoy the event too.

Here’s a step-by-step guide to creating an efficient event planning template in Google Sheets.

Step 1: Set Up Your Spreadsheet

Open Google Sheets and start a new spreadsheet. Name it something clear and relevant, like “Event Planning.”

Step 2: Create Your Categories

Think about the different categories you need to organize your event. Common ones include Phase, Task, Assigned To, Budget, Guest Number, Timeline, Status, Date Completed, and Notes.

Step 3: Fill in Your Event Details

Under your headings, start listing out all the tasks you need to complete for your event. Be as detailed as possible. Next to each task, fill in the details, such as who’s responsible for it, and any important notes or other information related to that task.

Step 4: Use Checkboxes and Automate Them

You can add checkboxes to the Started and Finished columns. To do that, select the cells where you want to put them and click Insert > Checkbox.

To automatically add the Date Started and Date Completed information, click on the cell under the columns and use the formula:

=LAMBDA(d,if(F7=TRUE,d,””))(now())

Considering that F7 is the first checkbox under the Started column. Do the same thing to the rest of the cells.

Result:

Step 5: Create a New Sheet for the Guest List and Other Information

Create a separate sheet within your Google Sheets document for the Guest information. To add a new sheet, click the “+” sign at the bottom left corner of the screen. Double-click the tab and type in the sheet name to rename the sheet.

The Guest sheet should include columns for Name, Invitation Sent (Yes/No), RSVP (Yes/No), Meal Choice (if applicable), and any other notes, such as food allergies. This will help you manage invitations and accommodations.

Now, add dropdowns for Invitation Sent (Yes/No) and RSVP (Yes/No). Select the columns where you want to add the dropdowns, then click Insert > Dropdowns.

Add Yes and No options for the Dropdown list

Step 6: Share Your Document

One of Google Sheets’ best features is the ability to share your document with others. Click on the “Share” button in the upper right corner, then add the email addresses of your team members. You can choose whether they can edit, comment on, or only view the document.

Get the Free Event Planning Template

Get a copy of the free Event Planning Template. I’ve populated some cells as examples, but you can customize them as needed.

Final Thoughts

Creating an efficient event planning template in Google Sheets is about starting with a basic framework and then customizing it to fit your event’s specific needs. Following these steps helps minimize the stress of event planning and ensures that every detail is handled with care.

Frequently Asked Questions

Can Google Sheets automatically calculate my totals and subtotals for budgeting?

Yes, you can use formulas in Google Sheets to add up your estimated or actual costs. Functions like SUM() can be used to get a total for a column or a row of numbers.

Is it possible to track changes made by team members in the event planning template?

Yes, you can view the “Version history” under the “File” menu to see who made changes, what changes were made, and when they were made. This feature is particularly useful for collaboration, allowing you to track contributions and changes over time.

How can I avoid the manual entry of repetitive items in my template?

Use the fill handle tool to drag the content of a cell across other cells to replicate the information. Using data validation, you can also create drop-down lists with predefined options, which makes it faster to fill out uniform entries like RSVP responses.