Your List of Free and Easy To Use Event Planning Templates For 2024

We will address the elephant in the room and answer the pressing question that’s on your mind - "Is this a clickbait or are these templates truly free?". Yes, they are free and also easy to customize. All you need to do is just access it or quickly create an account on the mentioned platform

Now that we are past disclaimers, let’s talk about event planning, shall we? Information management, visibility, and analysis are all integral to the life cycle of your event. Without live and accurate information, you can make expensive mistakes. To avoid these, event planners often invest in Event Management Software. This is an option you can explore, but if you want to start with tools that are cost-effective and easy to access, then these free templates are for you. 

Let’s get started!

Why Do I Need Event Planner Templates

If you are unsure of whether you should give away precious drive space to these templates, then here's us clarifying all your doubts. Event planning templates are necessary for your Event's success and here's why

1. All In One Place - Organisation is key when it comes to data. Imagine you need to decide on the budget allocated to catering at your event. The caterer expects a quick response to accelerate the work and you are stuck for 20 minutes looking for that specific information.
2. It’s Efficient - Event planning templates enhance efficiency. These templates help you gain complete visibility of your workflow. For example, an Event Budget Template offers a great view of where and how your team is spending your event budget. You can then limit or redirect your budget to other integral avenues.
3. Easily Customizable - Event planning templates are customizable. This means that you can create and modify templates as per your event needs. This added flexibility lets you create a vision board of points, tasks, and processes that are based on your event specifications.
4. Fosters Consistency - Templates can be shared across teams. This means that your core team is held accountable for updating information, creating reports, and charting data patterns regularly. With shared access also comes shared responsibility to ensure that the event functions smoothly.

The Event Planning/Management Template Selection Guide

Here's what you need to keep in mind before downloading event planning templates.

1. Easy To Access and Use - Complementary without convenience isn’t a great deal! When you select an event planning template make sure it’s easy to download. That’s exactly the type of template our next section has. Also, we have selected templates from the most commonly used and adopted solutions including Microsoft Office Suite, Notion, Canva, and Google Docs to name a few.
2. Use of familiar formulas and codes - Templates are easily customizable because they use familiar formulas and codes. For instance, you can use the CTRL+F function across any template to find specific information. This commonality is what makes templates easy to use. So pick one that your team can quickly adopt.
3. Premium Plans - While you are on the lookout for free templates with maximum features, installing a template with the option to upgrade to premium features never hurts anyone!
4. Quick to edit and understand - Free Templates that are hard to adopt come at a cost. Adoption across levels is important for the event organization template to create a positive impact on your team.

Free & Easy to Use Event Planning Templates For Event Planners In 2024

1. Event Budget Templates

‍Without a clear view of your finances, you can’t create a successful event. You and your finance team need to work on charting out a clear budget allocation plan. This can include fields for tentative fixed costs and variable costs. Our recommended template includes fields for estimated costs, actual expenses, and the difference between the two. This is helpful in understanding if you got your budget projections right or not and also helps you chart more accurate projections for future events.
Recommended Template Free Access

Optional template Free Access

2. Event Planning Templates

‍Starting with Event venue, catering, sponsor management, attendee turnout, marketing plans, and promotion strategies - everything can be laid out on your event planning template. This helps you formulate a clear and precise plan for your event’s progression. You can share these planning templates with your teams and monitor progress and bottlenecks with live updates. Our recommended template has a simple layout with the key deliverables mentioned. While using this template you can assign tasks to team members, ‘open’ priority tasks, and ‘close’ completed tasks. It has different categories with sub-tasks that make it easier for you and your team to focus on specific deliverables.

Recommended Template Free  Access

Optional template Free  Access

3. Event Scheduler/Calendar Template‍

With the plan in place, you now need to regulate execution. It’s often the case that most event planners fumble when it comes to executing their event plans on time. This delay then creates a domino effect on all other deliverables. One way to stay on top of execution is by scheduling all your tasks. For instance, if you need clarity on the sponsor list by the end of the month, then adding it to your calendar can be a great way of tracking progress. Our recommended template offers date-wise allocation of tasks. You can then assign your tasks to team members and track completion status with the aid of a ‘percentage’ display. This template offers a great yet simple way of tracking your event’s schedule. You can also use event schedule app for your ease.

Recommended Template Free  Access

Optional template Free  Access

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4. Event Marketing Template

‍Your marketing activities often branch off from your core event responsibilities. This is perhaps why many event organizers demand for a separate and dedicated event marketing template. Using a marketing template lets you stick to your marketing goals. You can then create strategy points and chart out an execution plan. Our recommended template is an all-encompassing template with dedicated sections for all social channels. From adding content ideas, and sharing content briefs with your interns to complete visibility with calendar view - the template offers it all. This is perhaps the only content calendar you need to meet your event marketing goals.

Recommended Template Free  Access

Optional template free  Access

5. Event Registration Template‍

If you want to dabble with templates before investing in event registration softwares then you are on the right path. You can use a suite of templates to register attendees for your event. This list can then be used to trigger bulk drip email campaigns to your attendees. You can send an RSVP request, welcome email, event schedule, Session tickets, and thank you emails using this organized list. Our recommended template is a spin-off of a CRM. Using this template you can add details of the registrant and also automate follow-up dates in case RSVP is pending. You can customize the fields further to create a good

Recommended Template Free Access

6. Attendee Sentiment Survey Template‍

Event organizers know that events don’t end until the metrics and feedback come in. What they also know is how hard it is to get feedback from attendees. To ease this process for yourself and your attendees you can use a simple questionnaire template. In this template, you can address pressing questions that are designed to give you insights into attendee sentiment. Our recommended template lets you include questions and customize responses. So gauge attendee response to your event to improve all future events.

Recommended Template Free Access

Optional template free download

7. Event Catering Management Template‍

You would be surprised to know how pivotal good food is to the event experience. Your attendees, exhibitors, speakers, and everyone in between need nourishment to feel energized through the event. Your event will have strategic breaks for lunch, tea, and even dinner. These meals when curated for over 1000 guests can become a painstaking exercise without the right platform. Our recommended template gives you the option to add menu plans, quantity, and unit cost and gain visibility on the total cost. You can also customize the template to include the food preferences of vegetarians, non-vegetarians, and vegans. This clarity also helps you monitor your overall marketing spend on food and beverages.

Recommended Template Free Access

8. Event Analysis Template‍

Post-event analysis is not an option but a need. While you may have access to post-even metrics such as attendee turnout, session performance, and more, an event analysis template will help you lay out both qualitative and quantitative data points. Our recommended template is designed to compare competitors but we recommend you customize it and use your previous event date to compare with recent event metrics. This clear comparison helps understand areas of improvement and drives decision-making.

Recommended Template Free Access

9. Event Invoice Template‍

Each event requires the procurement of multiple things from food, stationery, and water bottles to larger investments like mics, speakers, and furniture. Irrespective of whether you choose to hire or buy such equipment and resources, you will need a clear invoice template to support your transactions. Invoices not only formalize transactions but also give you a credible document to support your purchase claims. These can come in handy for your finance teams to track expenses. Our recommended template is fully customizable so you can add your brand hues, logos, and more when processing your invoices.

Recommended Template Free Access

Optional Template Free Access

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10. Event Proposal Template

Event organizers fully understand the power of 'convincing'. After all, working with sponsors often includes having clarity over your own vision and helping them see your event’s success. This is possible when all information is presented in a succinct manner. Your sponsors and exhibitors expect clarity on key areas of your event. This clarity, when presented well, is what will get you the necessary eyeballs. Our recommended proposal template offers multiple slides that are structured to tell your story. You can customize these and even play a video presentation to convince everyone to bring your dream event to life.

Recommended Template Free Access

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Optional Template Free Access

Progressing from Event Planning Templates To Event Management Software

The above templates are a great starting point for you to gauge the benefits of a streamlined event process. Once you and your team are more accustomed to these systems and have a process in place, you can then invest in an Event Management Software like Eventify. All your templates come together as one in our robust end-to-end event management solution. With added visibility for all event milestones, you can invest in Eventify and be assured that your event’s success is assured.