Planning and managing events often involves juggling multiple stakeholders, complex requirements, and various time-sensitive moving parts.
Fortunately, free tools like Google Sheets are extremely helpful for event management.
At Checkout Page we've seen first-hand how much time this saves event planners we work with (including our own team members). Using structured event planning template Google Sheets keeps you on track and protects your budget and your peace of mind.
In this article, we present ten free event management spreadsheet template examples, including a critical event budget template Google Sheets file.
These templates streamline your planning, tracking, and communication efforts, no matter what type of events you are organizing.
Why checklists and tracking are your superpower
Why are these Google Sheet event planning templates so powerful? Because they prevent the small errors that snowball into bigger problems.
As a retreat planner I’ve seen projects derailed by simple oversights: a venue comparison spreadsheet was missing a cost column, or the schedule didn't allow enough time for preparation ahead of activities.
We found that incorporating a checklist process, which is at the core of these templates, is a really effective safeguard. No matter how well we know our roles, when the heat is on, details can get missed.
A World Health Organization study demonstrated the power of the checklist, showing a 47% reduction in deaths and a 36% reduction in major complications in hospital settings.
Use these templates to stop simply hoping for the best, and protect your event and peace of mind as an organizer.
How to use your free event planning Google Sheet template
Using our free templates is really simple. Each one is designed to be flexible and easy to customize to your unique requirements. Here’s how to get started:
- Click the template link you want to use in this article.
- The template will open in Google Sheets in your browser.
- In the top menu, click File → Make a copy to save your own version.
- Rename the file with your event name (e.g., “Spring Gala 2026 – Event Plan”).
- Customize columns and headings to match your event (add/remove fields as needed).
- Start adding your own data: tasks, budgets, venues, guests, sponsors, or timelines.
- Click Share to invite your team, clients, or stakeholders to collaborate.
- Keep the sheet updated as your event progresses so it becomes your single source of truth.
1. Event planning template Google Sheet
Planning is the crucial first stage of event management, where you create tasks, assign owners, and track your progress. Careful documentation ensures adherence to the high-level roadmap and efficient resource allocation.
🎯 Event planning Google Sheets template. Free download
2. Budget template Google Sheet
Budgeting is a vital stage that includes creating a plan, tracking costs, and ensuring the financial feasibility of your event. A detailed budget plan helps you make informed decisions throughout the planning process and maximizes the chances of a profitable event, or at least one that breaks even.
🎯 Budget Google Sheets template. Free download
3. Venue comparison template Google Sheet
Doing your due diligence with venue comparison is essential to ensure that your chosen setting aligns with the event's theme, requirements, and budget. Compare factors such as capacity, location, amenities, accessibility and cost to find the most suitable location.
🎯 Venue comparison Google Sheets template. Free download
4. Event schedule template Google Sheet
Create your event schedule with a detailed plan for activities, sessions, and speakers to organize the program flow, allocate time slots, and optimize the overall attendee experience.
🎯 Event schedule Google Sheets template. Free download
5. Guest list event tracker template Google Sheet
Once you have the fundamentals for your event in place, it is a great idea to start building a guest list to ensure you invite your prospects in a good time-frame, and keep track of your attendees responses.
Use this free guest list spreadsheet to send out invitations, track RSVPs, and organize logistics to ensure a personalized and friction-free experience for each guest throughout the event.
🎯 Guest list Google Sheets template. Free download
6. Event marketing plan template Google Sheet
Develop a marketing plan by strategizing and outlining promotional activities to create awareness and attract attendees. Use this marketing plan template to identify marketing channels and build a timeline of activities, broadening your event’s visibility and reach, and driving attendance.
🎯 Marketing plan Google Sheets template. Free download
7. Vendor contact and contract tracker Google Sheet
Tracking vendor contacts and contracts can often get overlooked, but it’s an extremely valuable resource; vital for managing legal and financial risk. Use this sheet to consolidate contact details, track contract signing status, and manage payments to ensure every vendor relationship is documented and compliant.
🎯 Vendor contact and contract Google Sheets template. Free download
8. Post-event analysis template Google Sheet
Once your event is complete (congratulations!) It's time to evaluate its overall impact and success with your attendees.
We have created a Google Sheets template example that helps to elicit the issues and outcomes, note items for action, and assign them to the respective team members. This analysis is invaluable for future event planning, enabling you to build on the success of future events.
🎯 Post-event evaluation Google Sheets template. Free download
9. Post-event financial reconciliation template Google Sheet
Don't let cash flow suffer after the doors close by taking your eyes off the ball! This template is for the crucial month after the event. It helps you manage final payments, chase outstanding invoices, and track security deposit returns, preventing unexpected late fees and unwanted financial headaches.
🎯 Post event financial reconciliation tracker template. Free download
10. Bonus resource: The complete event planning master tracker Google Sheet
Think you’ll be making use of most or all of these trackers for your event? We've compiled all the templates above into a single, cohesive Master Tracker. This downloadable Google Sheet contains all the necessary tabs, formulas, and conditional formatting to shape and track every aspect of your event.
🎯 Event planning master tracker Google Sheets template. Free download
Conclusion
A Google Sheets event planning template is a powerful resource for event managers. They transform the complex process of juggling multiple stakeholders and moving parts into a structured, trackable system.
By using these event planner templates, you can streamline your planning process, safeguard your budget, and significantly reduce the administrative stress of event management.
In a nutshell, they help you keep a clear head and get your event planning journey off to a flying start.
How Checkout Page helps you plan and sell event tickets
We know that time saved on planning needs to be invested back into execution and sales.
While these trackers solve your planning workflow, Checkout Page solves your sales workflow. Our attractive, feature-rich event pages can be set up in minutes, ensuring your sales funnel is as seamless as your planning sheets.
If you are looking for a simple, powerful way to sell event tickets, we offer a 7-day free trial with no card required.We believe in freeing up your time and energy for what matters - planning a winning event!
Want to know more about selling event tickets? Read our article 5 proven ways to increase event ticket sales
Frequently asked questions (FAQs)
1. Do I need a Google account to use these templates?
Yes. You’ll need a free Google account to open the templates in Google Sheets, make your own copy, and collaborate with your team. It only takes a moment to set up a Google account if you don’t already have one.
2. Are these event planning templates really free to use?
They are completely free. Just open any template, select File → Make a copy, and save it to your Google Drive. From there, you can edit and customize it however you like.
3. What can I use event planning spreadsheet Google Sheets for?
These templates help you organize all the moving parts of an event: tasks, budgets, schedules, guests, vendors, marketing, and day-of logistics. They’re designed to save time and keep your planning structured and stress-free.
4. Can I use these templates for different types of events?
Definitely. They’re flexible enough for conferences, weddings, parties, workshops, fundraisers, corporate events, and anything in between. You can easily tailor each sheet to match your event.
5. Is there an event planner Google Sheets template for schedules?
Yes. Our event schedule template includes times, activities, speakers, locations, and notes, so you can map out your event hour by hour and keep everyone aligned.
6. Can I combine multiple templates for the same event?
Absolutely. Many planners use a mix of templates, like a budget sheet, guest list, vendor tracker, and run-of-show, to build a complete planning system in Google Sheets.
