Event Planner & Budget

Plan, budget and run any event, or a year of them, from one workbook. Add each cost and the Event Planner & Budget adds service charge, sales tax and tips, tracks every deposit and balance, follows your guest count as RSVPs and ticket sales come in, and prints the day's run of show and a client-ready report.

What's inside

17 tabs that work together:

• Dashboard: each event at a glance: days to go, budget left, payments due, guests and net, with what's next.
• Events: up to 40 events with date, venue, budget, expected guests, fee and results.
• Budget: every cost, per guest or a total, with service charge, sales tax, tips and up to four payments.
• Payments: every deposit and balance by due date, with overdue flags and what's due each month.
• Quotes: vendors' quotes compared at your guest count, against the lowest and your budget.
• Vendors: contacts, insurance end dates, booked, paid and the next payment.
• Guests: parties, RSVPs, meals, dietary needs and tables.
• Income: tickets, tables, sponsors and donations with fees, break-even and charity receipt flags.
• Tasks: a checklist dated back from each event, with 27 starter tasks.
• Run of Show: the day segment by segment: change a duration and everything after it moves.
• Supplies: what to buy, borrow, rent, pack and return.
• Event Day: the printout for the day: run of show, meals and dietary needs, tables, vendors and supplies.
• Event Report: a client-ready report: budget by category at cost or client prices, billing, income and results, compared with last time.
• Data Checks: mistakes to fix, plus overdue payments and RSVPs, receipts due and events over budget.
• Start Here, Settings and Help: a setup checklist; your sales tax, contingency, meals and lists; and answers to common questions.

Built to save you time

• Per-guest costs follow the guest count: the final count once you give it, otherwise the larger of expected and confirmed guests.
• Each line adds its service charge and, in taxed categories, sales tax (on the service charge too, if you turn that on), with tips on top.
• A contingency on costs not yet booked shrinks as you book, so budget left tightens without padding money already committed.
• Deposits, second and final payments get due dates, and the Dashboard lists what's due in the next 14 days, overdue first.
• A food-and-beverage minimum check shows any shortfall against the venue's minimum.
• For planners: a flat or percentage fee and a markup, with client billing and your earnings.
• Break-even, a what-if from 50% to 150% of planned admissions, and charity receipt flags for nonprofit events.

Who it's for

People and small businesses planning parties, showers, reunions, corporate events, conferences and fundraisers, one event or a year of them. Event planners running client events need the Professional license, which also prints the Event Report and Event Day without the Tabloom line. It's a planning tool, not tax or legal advice: charity receipt flags follow the IRS rules as we understand them in 2026, and payment fees and sales tax on service charges vary, so check yours.

What you get

• The Excel workbook (.xlsx), blank and ready for your own data
• The Google Sheets edition: open the PDF in your download and use its make-a-copy links to add it to your Google Drive
• An Example workbook filled in with sample data for an event planner with five events, from a charity gala to a ticketed workshop, so you can see how everything works before you add your own
• A Quick Start guide (PDF)
• Free updates to the edition you buy
• Instant digital download after checkout

License

Standard covers your own use, personally or in your business, including your employees. Professional adds use with unlimited clients, for example an event planner running client events, with an Event Report and Event Day that print without the Tabloom line; neither license allows reselling or sharing the template itself. Compare licenses

Requirements

Microsoft Excel 2010 or later on Windows, Excel 2011 or later on Mac, or Microsoft 365. For the Google Sheets edition, a free Google account. Best used on a computer. No macros.