Free download · Any event
Free Ultimate Event Planning Kit
Every good event runs on the same bones: a date, a headcount, a budget, a team of vendors, and a timeline everyone can read. This kit walks you from six months out to the day after, with checklists you can tick off and worksheets you can fill in by hand. Print it, keep it on the fridge, and cross things off as you go.
What's inside
Everything in the kit
- Master Timeline: Six Months to the Day After
- Budget Split
- Guest List and RSVP Steps
- Vendor Hiring Checklist
- Rental Checklist
- Rental Quantity Quick Guide
- Day-of Kit
- Event Basics Worksheet
- Workbook: type your event date and all 26 task due dates fill in
Files you get
- PDFEvent Planning Kit (PDF)Printable kit with timeline, checklists, tables and a fill-in worksheet
- ExcelEvent Planning Workbook (Excel)Timeline with auto due dates, budget, guest list, RSVP summary, vendors and day-of contacts
Read next
Guides that go with this download
- Anniversary Party Planning for 25th and 50th CelebrationsPlan a 25th or 50th anniversary party with guest list, timeline, budget, toasts, seating and a photo display, plus tips for Chicago-area venues and rentals.
- Bachelor Party Planning in Chicago: Budget, Dates and IdeasHow to plan a bachelor party in Chicago, with a simple timeline, a fair cost split, activity ideas for different budgets and tips for sports weekends.
- Bachelorette Party Planning in Chicago: Timeline and BudgetHow to plan a bachelorette party in Chicago, from guest list and dates to budget splits, lodging, dinner reservations and a weekend schedule that works.
- Best Month to Host an Event in Chicago: A Season GuideFind the best month to host an event in Chicago, with pros and cons of each season, weather risks, price pressure and when to book for each date.
- Candles at Venues: Fire Code Rules and Safe AlternativesCan you use candles at your event venue? How open flame rules work, what to ask your Chicago venue, and safe candle alternatives that still glow.
- Chicago Riverwalk Events: What's Possible and How to Plan NearbyWhat the City says about private events on the Chicago Riverwalk, how vendors and public programming work, and how to plan a party near the river.
- Chicago Special Event Permit: What Triggers It and What It CostsThe five things that require a City of Chicago special event permit, the fee schedule by lead time, and how it differs from a Park District permit.
- Dia de Muertos Gathering Planning: Ofrenda, Food, SeatingHow to plan a respectful Dia de Muertos gathering, with an ofrenda, marigolds, pan de muerto, seating, timing and Chicago November weather tips.
- Dietary Restrictions Planning for Events: A Simple MethodHow to plan for dietary restrictions at events: collect needs on the RSVP, brief the caterer, label food, avoid cross-contact and set up working serving lines.
Questions
About the Ultimate Event Planning Kit
What events does the kit work for?
Any event with guests, a date and a budget: birthdays, showers, weddings, reunions, galas, corporate events, religious and cultural celebrations. Event-specific kits are in the library if you want more detail for one type.
How far ahead should I start planning an event?
Six months is comfortable for most parties of 75 or more guests, and 9 to 12 months for weddings and galas. The workbook works backward from your date, so starting late just means more tasks are due this week.
Is the event planning kit really free?
Yes. Enter your email and the download links appear right away, with no account needed. You can unsubscribe from planning emails at any time.
Will the spreadsheets work in Google Sheets or Numbers?
Yes. The Excel files open in Microsoft Excel, Google Sheets (File, then Import) and Apple Numbers, and the formulas keep working. CSV versions are there for any tool that prefers plain columns.
Can I share it with my partner, family or committee?
Yes. Print it, forward it or upload it to a shared drive. It is free for personal and nonprofit planning use.
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