Planning an occasion can vary from a gathering at work to a conference and all the things in between. It’s one other venture the place you need to handle time, price and scope (and don’t neglect high quality) to ship on a deadline. Utilizing planning templates will help you keep organized and hold to your finances and so they can help you schedule and create the type of occasion that serves its function, whether or not that’s networking at a commerce present or launching a team-building workshop.
ProjectManager is award-winning software program that may assist you to plan, handle and monitor your occasions. We’re additionally the web hub for all the things venture management-related. You possibly can learn weekly blogs, guides and obtain free occasion planning templates for Excel and Phrase. Now we have free templates for each section of a venture. Under, we collected 10 free occasion planning templates that you should utilize to suggest, plan and handle your subsequent occasion.
1. Occasion Proposal Template
Each occasion begins as an concept. Somebody or some group desires to have an occasion and places out requests for proposals (RFPs). Simply as you’d bid for any venture, you need to suggest why you’re the very best contractor to do the job. Convincing that potential consumer is the place our free event proposal template for Word is available in. It offers you the area to show to stakeholders that you are able to do what they should ship a profitable occasion.
This free occasion template is damaged up into customizable sections. You possibly can add or take away sections that aren’t pertinent to your proposal, however we boiled down the occasion proposal to the necessities. You’ll discover a area to fill in on the aim of the occasion, just like the mission assertion. There’s additionally a spot to outline the occasion’s targets and targets to point out you perceive what the consumer desires to attain with the occasion. Additional cementing your experience is a area for the audience you’ll appeal to to the occasion, advertising and promotions, worth proposition and prices. This free occasion proposal template ought to seal the deal for you.
2. Occasion Plan Template
When you get the job you’ll want an event plan template to point out how the occasion will run from begin to end. Our free occasion plan template for Excel helps just be sure you’ll meet deadlines and accomplish that throughout the finances accepted by your consumer. No completely different than some other kind of venture plan, the free occasion planning template identifies sources and consists of phases to make it simpler to handle.
Better of all, there’s an choice to skip the Excel spreadsheet and get a free trial of ProjectManager, award-winning venture administration software program that may do way more than a static template. Open the software program within the Gantt chart to prepare your occasion duties and add sources and related prices. You possibly can even make assignments, connect recordsdata and add descriptions, tags, precedence and extra. Every part you add to the spreadsheet populates on a visible timeline so you’ll be able to see the occasion in a single place, including milestones and linking dependent duties to keep away from delays. Then set a baseline to trace your deliberate effort towards your precise effort in actual time, one thing you’ll be able to’t do on a spreadsheet. Get began with ProjectManager as we speak at no cost.
3. Occasion Funds Template
You bought the job and also you’re making a plan, however you should have an occasion finances to know what to invoice your consumer. In case your monetary forecast is off, then you possibly can probably be out a big sum of cash. It may very well be sufficient to make the entire occasion a loss for you. To keep away from that catastrophe, you should use our free event budget template for Excel. This lets you extra precisely estimate the prices of the occasion earlier than you decide to it so you can also make a revenue and never lose cash.
It’s laborious to know how much an event will cost. There are plenty of variables and you need to take into account threat, which could impression the occasion’s prices. Our free finances template permits you to gather prices, akin to these related to labor, any marketing consultant charges you may need, uncooked supplies and extra. After all, no two occasions are precisely alike. That’s why our free template is customizable. You possibly can add issues like advertising and promotions or anything that could be lacking from the template to make sure you provide you with an correct determine. There are even columns to trace your precise finances towards your deliberate finances to maintain on monitor.
4. Occasion Advertising Calendar Template
Talking of selling, no occasion is profitable with no advertising marketing campaign to draw the occasion’s audience. That’s simpler mentioned than executed. Similar to the occasion plan, there are deadlines, sources and prices concerned. It doesn’t matter in case you’re engaged on an e mail blitz, unsolicited mail and even billboards; there’s lots to coordinate. Our free event marketing calendar template for Excel helps you set all these geese in a row. This versatile instrument reveals you the advertising marketing campaign on a month-to-month, quarterly or yearly calendar. You possibly can see who’s chargeable for what and when that work is due.
The deceptively easy design could be very highly effective for marketing management. It’s a grid, the identical as what you’d see in any calendar, but it surely means that you can take a look at the large image and see the advertising marketing campaign laid out over the month, quarter or 12 months. The template is damaged up into tabs, every with the date on the left and the identify of the marketing campaign. Following which are the duties related to that marketing campaign, together with an outline, due date and who’s chargeable for finishing that work. Then you’ll be able to add the fee for that activity, which is a line merchandise of the full finances. There’s even area so as to add the targets of the marketing campaign and the period of your complete advertising marketing campaign.
5. Occasion Process Tracker Template
We’ve talked about touchdown the job, planning for the occasion, estimating the finances and even the advertising and promotion marketing campaign that’ll be certain that it’s effectively attended. What we’ve not talked about but is how to make sure you’re staying on monitor. To do this, you should examine the deliberate versus precise effort. That manner you’ll be able to see in case you’re adhering to your occasion schedule or lagging behind. You don’t wish to discover out that you just’re not on time when it’s too late to take motion. You don’t have to fret in case you use our free event task tracker template for Excel.
You’ll discover all the things you should monitor your duties. There’s a spot to checklist the identify of your duties and add an outline of the work. If there’s a dependency, you may as well checklist that to keep away from pricey delays. Then add who in your staff is assigned to that activity. There’s a spot so as to add the precedence of the duties to know which must be executed first and the due dates, together with begin, deliberate finish and precise finish dates. Then add the duty standing to know if it’s delayed, paused open or accomplished.
6. Occasion Planning Gantt Chart Template
After all, all of this should be executed inside a sure timeframe. Occasions happen over a selected time, day or days. There’s no wiggle room. Advertising supplies have been despatched out with the time of the occasion and nothing goes to alter that. Producing that occasion on time means you need to schedule correctly. Utilizing our free Gantt chart event planning template for Excel will help you guarantee that all the things is finished when it must be executed.
With our occasion timeline, you might have two elements. On the left is a spreadsheet, once more absolutely customizable, during which we’ve 4 columns. There you’ll be able to checklist the duties, begin dates, finish dates and period. On the correct is a visible timeline, like a Gantt chart, which mechanically populates the timeline to your occasion. You can also make phases completely different colours to make them simple to discern as you get an outline of the occasion plan in a single place.
7. Value-Profit Evaluation Template
Earlier than you plan to provide an occasion, you should know that the venture goes to deliver a return in your funding. In any other case, you’re a charity, not a enterprise (although even charities want to stay solvent to proceed their good work). To find out whether or not the occasion is price bidding for, use our free cost-benefit analysis template for Excel and see if the bills you need to put out are going to be recouped.
Our free occasion planning template does this by capturing the quantitative costs, akin to oblique, intangible and alternative, and pushes these out to regardless of the size of your occasion plan is. You then checklist the quantitative advantages, akin to direct, oblique, intangible and aggressive, once more forecast out over the life cycle of the occasion. From that, the template calculates the full price and compares that to the full profit that can assist you make the correct choice.
8. RACI Matrix Template
In case you’ve bid and gained the occasion, then you definitely’ve already executed a cost-benefit evaluation, plan and schedule. Now you need to get your staff to work and hold your consumer up to date. They do, in spite of everything, have a vested curiosity in your success. This requires figuring out the stakeholders and defining their roles and obligations, together with your staff, and the way they relate to the venture and its duties. That is executed with our free RACI matrix template for Excel.
RACI is an acronym for accountable, accountable, consulted and knowledgeable. Our free occasion planning template is a spreadsheet in which you’ll checklist the venture duties as rows and throughout the highest checklist all of the members of your staff, every as a person column. Then subsequent to the field the place their identify meets the duty, you’ll be able to observe whether or not they’re an R, A, C or I. This tremendously improves your administration of the venture, staff and consumer.
9. Stakeholder Map Template
One other instrument to establish the stakeholders in your occasion venture is our free stakeholder map template for Excel. Keep in mind, stakeholders could be anybody out of your staff and the audience for the occasion, and, in fact, the consumer. Utilizing this visible instrument makes it simple so that you can see every stakeholder’s impression and the way they affect your work.
The free occasion planning template is simple to make use of. It’s damaged up right into a grid of 4 squares. First, checklist your stakeholders and color-code them both inexperienced to point they’re an advocate, yellow in the event that they’re impartial and crimson in the event that they’re crucial and probably can block work. Then add every to the grip, which is damaged up by handle them, hold glad, handle intently, and the extent of their affect, from low to excessive. This helps you create a stakeholder administration and communication plan.
10. Timesheet Template
Lastly, you’ll have to hold monitor of your staff as they do their work. Timesheets are helpful instruments not just for payroll however to maintain monitor of the fee per hour, trip and extra time of your staff. Utilizing our free timesheet template for Excel will help you handle your staff’s time whereas protecting monitor of their hours.
The timesheet template helps you monitor your staff. Begin with capturing the non-public information, akin to identify, division, hourly charge, and so on. Then outline a timeframe for the timesheet and gather their hours. Add the full work hours and also you’re in a position to hold monitor of the place they’re when it comes to finishing their duties and guarantee they’re paid promptly and precisely.
11. Funds Proposal Template
No occasion has a vast finances, so it’s essential to have a method to suggest what the finances will likely be. Plus, relying on what the finances is, it may make or break whether or not the occasion involves fruition. Use the budget proposal template for Excel to concisely seize the monetary information surrounding a potential venture to find out if it’s worthwhile. This can be a versatile template that means that you can add an in depth breakdown of salaries, supplies, gear, journey, communication and extra.
This template will help guarantee you might have the wanted funds to pay for all features of the occasion. From hiring the correct staff of distributors to gathering the needed resources, it permits the venture supervisor to get an correct estimate of what the venture will price.
12. Inventive Temporary Template
Inventive initiatives akin to throwing an occasion begin with a creative brief. It’s just like a venture transient besides it’s geared toward advertising, promoting and design initiatives, together with occasion planning. Consider it as a recreation plan that aligns everybody on the venture targets. Use this free artistic transient template for Phrase to stipulate the venture identify, goal, audience, key message, the way it will profit the shopper and extra.
Along with creating consistency in project documentation, artistic briefs are useful for getting stakeholder approval on the occasion. When you get their approval, use the artistic transient template to higher talk venture targets to the concerned events within the venet together with photographers, graphic designers, caterers, and so on. Be at liberty to reference it sooner or later to assist enhance venture outcomes.
Use ProjectManager to Ship a Profitable Occasion
Free occasion planning templates are nice, however solely to a degree. For instance, our timesheet template needs to be manually inputted and there’s no safety. ProjectManager is award-winning venture administration software program that has timesheet options that mechanically populate and provides managers a real-time look into how far they’re in finishing their duties. However that’s only one function of many that can assist you handle and ship a high quality occasion to your consumer.
Plan Your Occasion on a Gantt Chart
Fairly than utilizing an occasion planning template, timeline template, occasion finances, tracker, and so on., our Gantt chart organizes your duties, sources and prices and tracks your progress in actual time. You possibly can hyperlink all 4 activity dependencies and set a schedule baseline, which permits our software program to point out you real-time information in your progress and efficiency. That’s the way you keep on monitor and don’t go over finances.
Observe Your Progress on Actual-Time Dashboards
It’s simple to edit the Gantt; simply drag and drop as issues change. All particulars of your occasion plan regulate accordingly. Then you’ll be able to toggle over to our real-time dashboard and get a high-level view of all the things out of your time, price to workload and the general well being of your venture. You don’t must waste time configuring it as you do with light-weight instruments. It’s prepared when you’re.
Our software program has greater than Gantt charts, that are extra fitted to managers. There are kanban boards to visualise the workflow, activity lists and calendars to your advertising and promotion push. The a number of venture views all work in unison so regardless of which instrument you’re utilizing, it has probably the most up-to-date information. Everyone seems to be all the time on the identical web page.
Associated Occasion Planning Content material
Whether or not you’re new to managing an occasion or have labored on dozens prior to now, there’s all the time extra to be taught. Our web site is a web based hub for all issues venture administration, which incorporates occasion planning. Here’s a sampling of our weekly blogs, guides and tutorial movies.
ProjectManager is on-line software program that empowers groups to plan, handle and monitor occasions in actual time. Use our activity administration, threat administration and useful resource administration options to remain productive and on monitor. Our collaborative platform makes it simple to remark and share recordsdata wherever you’re. Be part of groups at Avis, Nestle and Siemens who use our instrument to ship success. Get started with ProjectManager today for free.
