Event Planning Kit | Complete Event Production System, 16 Excel & Word Templates

THE EVERYTHING BUNDLE
Sixteen working documents. 5,934 formulas. One download.

You already know how to produce the event. What costs you the weekend is rebuilding the paperwork around it — the schedule, the budget, the run of show, the vendor tracker, the BEO, the wrap report — out of whatever you happened to use last time.

This is that paperwork, already built, by a producer with twenty years of NYC live events behind it: launches, fashion shows, concerts, activations, galas. Every document here exists because something on a real event demanded it.

WHO IT'S FOR

- Event producers and production companies
- Experiential, brand and creative agencies
- Venues, hotels and hospitality teams
- Corporate event and internal communications teams
- Nonprofit and gala committees
- Caterers and catering sales teams
- Freelance planners setting up a professional practice in one purchase

WHAT'S INSIDE, 19 FILES

Sixteen numbered documents, a Word buyer guide, a plain-text start guide, and one worked example. Eight of the sixteen are Excel workbooks carrying 5,672 formulas between them.

01 Production Schedule (Excel) — Load-in to load-out across as many days as the build takes. Type a duration and the day calculates, the clock resets at each new date, and crew hours total day by day, which is the number you check a labour quote against. The dashboard flags your longest day, your heaviest day, what is blocked and anything with no owner.

02 Master Event Budget (Excel) — Estimated versus actual by category, with automatic subtotals, a contingency line, a production fee, and a summary panel that updates as you type.

03 Vendor Management Tracker (Excel) — Roster, contract status, deposits and balances, plus a certificate-of-insurance log carrying carrier, limits, additional-insured wording and expiry dates. A live dashboard counts what is still outstanding, so you know how many COIs are missing without reading the sheet.

04 Event Contact Directory (Excel) — Every person on the event in one list. Mark who is on site and it builds a printable call sheet ordered by who you call first, so the people in the building are at the top and the office numbers never print. Plus an emergency and escalation page, and a completeness check that finds the contact with no mobile and the first-call contact with no backup before six o'clock finds them for you.

05 Run of Show (Excel) — The minute-by-minute calling sheet. Change a twenty-minute keynote to thirty-five and every start and end time below it moves with it. Hard times re-anchor the clock where something cannot move. Separate tabs for load-in and load-out, talent and green room, comms and crew. A Show Check page tells you whether the show fits the window you promised the client, and which cues are missing an owner, a duration or a comms channel.

06 Event Permits & Compliance (Word) — Fourteen permit families to check before you quote, what triggers each, who owns the approval, and which item has the longest and least forgiving lead time. Plus what the filing fee does not cover, which is usually the larger number.

07 Production SOP & Checklist (Excel) — Thirty-seven tasks across five phases, from brief to wrap. Enter your event date once and every task dates itself. Move the event three weeks and every deadline moves with it. Overdue, this week and blocked flags read from today's date, so they are right every time you open the file.

08 Guest List & RSVP Tracker (Excel) — One row per invitation, not per person. RSVPs, party counts, meal choices, dietary and allergy notes, table assignments and check-in. The dashboard returns the numbers a caterer, a venue and a client all ask for: response rate, head count against capacity, meal counts, seats assigned, tables oversold.

09 Catering BEO (Excel) — The banquet event order, done properly, and it prices itself. Change the guest count once and every per-guest line re-costs, through the service charge and the tax to the grand total and the cost per cover. A bar estimator turns bar hours and drinks per guest into bottle counts. The summary page is the one you send.

10 Client Proposal Template (Word) — Overview, objectives, scope of services, approach, a phased timeline, a priced investment table, terms and a signature block.

11 Event Services Agreement (Word) — Plain-language production services agreement covering scope, fees, payment schedule, cancellation, force majeure and liability.

12 Venue Site Visit Checklist (Word) — Twenty-four items across seven technical categories: access and load-in, power, capacity and layout, rigging, catering and restrooms, internet and safety, costs and logistics.

13 Post-Event Wrap Report (Word) — The recap you send within two weeks. Objectives against results, attendance, production performance phase by phase, budget reconciliation, a vendor scorecard with a rehire column, incidents, recommendations and open follow-up. A complete worked report follows the template so you can see what a finished one reads like.

14 Sponsorship Proposal Deck (PowerPoint) — Eleven editable slides: the event, the audience, a channel-by-channel reach plan, a benefits-by-tier packages matrix, activations, deliverables and reporting, a dated timeline and next steps, with speaker notes on every slide.

15 NYC Event Permitting Cheat Sheet (Word) — New York permit by permit: which agency owns it, what it covers, the real lead time, the approximate fee, and where to file.

16 Complete Your System (Word) — What else is in the shop, where it overlaps with what you now own, and where it does not.

WHAT OPENS FILLED IN, AND WHAT OPENS CLEAN

Six workbooks open pre-filled with one complete worked event, a corporate awards dinner at a New York venue, so you can see the system running before you replace it: the Production Schedule, Event Contact Directory, Run of Show, Production SOP, Guest List and Catering BEO. The Worked Example folder holds a filled-in Vendor Management Tracker for the same event — eighteen vendors, contracts, deposits, balances and a live COI log.

Two workbooks open deliberately clean, because a half-filled version of either is worse than an empty one. The Master Event Budget arrives with its category tree, subtotals, contingency and fee logic already built and no numbers in it. The Vendor Management Tracker is the blank you work from; the filled copy is in the folder.

The Word documents and the deck are templates. Replace anything in [brackets].

WHY IT'S DIFFERENT

These are not blank layouts. Eight working Excel workbooks, 5,672 formulas, live dashboards, dropdowns, status flags, and validation pages that tell you what is missing before it costs you something. That is the difference between a printable and a working file.

Two documents exist only here: the Event Contact Directory and Event Permits & Compliance. Three more are not sold as standalone listings anywhere in the shop: the Post-Event Wrap Report, the NYC Permitting Cheat Sheet and the Complete Your System guide.

THE MATH

Eleven of the sixteen documents are also sold as standalone listings. Together they come to $198. This bundle is $79.

HOW IT WORKS

Instant digital download, one ZIP. Built and tested in Microsoft Excel, Word and PowerPoint.

Start with file 07, the Production SOP. Enter your event date on its setup tab and all thirty-seven tasks date themselves. It is your roadmap and it tells you when to use every other file. The buyer guide walks the rest in order: win it, scout and price it, contract and clear it, plan it, call it, close it.

IF YOU ALREADY OWN SOMETHING FROM THE SHOP

Every standalone template in the shop is inside this bundle, in full. If you have bought one and want the bundle, message me before you buy and I will sort out what you have already paid.

The category kits work differently, and they are not all the same. Two of them carry documents this bundle does not. The Product Launch Kit adds a launch countdown timeline, a press and VIP guest strategy and a launch-day media and content plan. The Location Scouting Kit adds a scouting brief, a scouting report, venue outreach and hold scripts, a hold and option tracker, a cost comparison and an options deck. The Gala Command Center is its own workbook and is not in this bundle either. The Corporate Conference Kit, Brand Activation Kit and Client Kit are drawn entirely from this bundle, packaged around one kind of work at a lower entry price.

So this is the broad production operating system, and a kit is either that system narrowed to one format or that system plus documents built for it. Plenty of producers reasonably own both. If you are choosing, buy the bundle for range and add a kit when you want the documents built for the format you produce most.

The Event Permitting Atlas covers special event permitting across thirteen US markets. One overlap to know about: the NYC Permitting Cheat Sheet in this bundle is the same document as the Atlas's New York City sheet, and file 06 shares its fourteen-family permit checklist with the Atlas's decision matrix. Everything else in the Atlas — twelve further market sheets, the Atlas guide and a fully worked example — is new to you. Buy it when you are quoting or scouting a city you have not worked in.

FAQ

Is this a subscription?
No. One purchase, yours permanently, including any file fixes.

Do the files work in Google Sheets or Google Docs?
They are built and tested for Microsoft Excel, Word and PowerPoint. I have not tested them in Google Workspace, so I am not going to tell you they work there.

Do I need design skills?
No. Open, type, produce.

Can my team use it?
Yes, within your own business or organization. Not for resale or redistribution.

I already bought one of the single templates. Should I buy this?
Message me first. That file is inside this bundle and I will sort out what you have already paid.

Will I get updates?
Yes. Revisions are released as files improve. Re-download from your Etsy purchases page.

NOTE

Digital product. Nothing is shipped. Because of the nature of instant downloads, all sales are final. If you have any trouble with your file, reach out and I will make it right.

LICENSE

For use within your own business or organization, including client-facing work on events you produce. May not be resold, redistributed or shared as a digital product.

THE PRODUCER SHOP
We believe thoughtful systems create extraordinary experiences.