Event Planner | Google Sheets & Excel | Multi-Event Budget | Vendor Tracker | Run-of-Show

Most event planners are built for one event at a time. The moment you’re running two, three, or a dozen events in a year — a conference, a team building day, a client dinner, a holiday party — you’re either duplicating the same spreadsheet over and over, or losing track of which task belongs to which event. This template is built to hold every event you run in one connected system, so you can see all of it — tasks, budget, guests, vendors — at once.
11 tabs. Every event you run — tasks, budget, guests, vendors, and run-of-show — tracked together in one command centre.
What Is This Template?
This is a complete multi-event management system, not a single-event planner. Every task, expense, guest, and vendor entry is tagged to a specific event, so you can filter and report across your entire event calendar or drill into one event at a time. Sample data manages a real 12-event year for a small team — Sarah Johnson, Mark Davis, and Lisa Chen — spanning a tech conference, a charity gala, a product launch, team building, workshops, a holiday party, and more, so every tab shows exactly how genuine, ongoing multi-event tracking should look.
What’s Inside — 11 Tabs
Dashboard
A live command centre showing total events by status (Confirmed, Completed, Planning, Cancelled), total tasks and their status breakdown, total budget, upcoming events in the next 90 days, guests confirmed vs. pending, vendors booked vs. paid, and total spent vs. budget — all calculated automatically across your entire event calendar.
Events Log
A master log of every event — Name, Category, Type (In-Person, Virtual, Hybrid), Start/End/Setup/Strike dates, confirmed guests, venue and venue cost, status, actual spend, revenue, priority, and who created it. Sample data tracks 12 real events ranging from a $65,700 tech conference to a small internal birthday celebration.
Events Calendar
A visual monthly calendar that auto-fills event names directly onto their scheduled dates, pulled straight from the Events Log — just enter the month and year to navigate.
Task Tracker
A shared task list across every event — Task, Category, linked Event, Priority, Status, Due Date, Assigned To, and Notes — so you can see your whole team’s workload across all events at once, not just one event’s to-do list. Sample data tracks 35 real tasks across multiple events and team members.
Event Budget
A per-event budget summary showing budgeted vs. paid by category and vendor, automatic variance, payment status, and invoice numbers — plus a full expense log of individual transactions across every event, so nothing gets missed as deposits and balances come due across a busy calendar.
Guest List & RSVP
A shared guest list across all events — Name, Company, linked Event, RSVP Status, Ticket Type, Table #, contact info, dietary requirements and notes, seated/badge/check-in status, and plus-one — plus an RSVP summary broken out event by event. Sample data tracks 20 real guests across 6 different events.
Vendor & Supplier Tracker
A shared vendor tracker across every event — Vendor Name, Category, linked Event, contact info, contract value, deposit and balance due, payment status, contract signed flag, review date, and a 5-star rating per vendor — so you can see which vendors deliver well across multiple events, not just once.
Run-of-Show
A minute-by-minute schedule for a selected event — Activity, Type, Start/End Time, Duration, Location, Responsible Person, Notes, and Status — sequenced exactly like a professional event day-of timeline, down to AV checks, keynote timing, and teardown.
Event Analytics
A post-event performance tracker — Attendance %, Revenue, Expenses, Net Profit/Loss, Rating, and Satisfaction per event — plus overall summary stats (events completed, average attendance, total revenue and expenses, net P/L, average rating and satisfaction) so you can see which events were actually worth running.
Event Notes & Contacts
A running notes and key-contact log tied to your events, for the details that don’t fit neatly into any other tab.
Reference Data
The dropdown engine behind the whole system — pre-loaded lists for event category, type, status, priority, task category, expense category, RSVP status, ticket type, and vendor category, so every entry stays consistent across every event.
Key Features
• Every task, expense, guest, and vendor entry tagged to a specific event, viewable together or filtered individually
• Auto-filling events calendar pulling directly from your master Events Log
• Vendor ratings tracked across events, so you know who to rebook
• Genuine post-event ROI analytics — revenue, expenses, net profit/loss, attendance, satisfaction
• Minute-by-minute run-of-show sequencing for any selected event
• Shared task list showing your whole team’s workload across every event at once
• Auto-updating dashboard pulling from every connected tab
• Realistic, detailed sample data across a real 12-event calendar
• No macros, plugins, or add-ons required — pure formulas throughout
Who This Is For
• Anyone running more than one event a year who’s tired of duplicating spreadsheets
• Small teams or businesses coordinating conferences, launches, and internal events together
• Event coordinators who want to see vendor performance and ROI across events, not just one at a time
• Anyone who wants their whole team’s event-related tasks visible in one place
• Community organizers or nonprofits running a recurring calendar of events and fundraisers
What You’ll Receive
Compatible with: Google Sheets (free) and Microsoft Excel
• Instant digital download — no physical product shipped
• Fully editable spreadsheet with pre-built formulas, formatting, and sample data
• 11 connected tabs ready to use immediately or customize to your own event calendar
• Realistic sample data throughout so you can see exactly how each tab works before entering your own events
How to Get Started
1. Download the file and open it in Google Sheets or Excel
2. Make a copy for yourself (File → Make a Copy in Google Sheets)
3. Clear the sample data and log your first events on the Events Log tab
4. Add tasks tagged to each event on the Task Tracker
5. Log budgets and expenses per event on the Event Budget tab
6. Build guest lists and RSVP tracking per event
7. Add vendors and track contracts, payments, and ratings across events
8. Build a run-of-show for each event as the date approaches
9. Log actual attendance, revenue, and ratings on Event Analytics once each event wraps
10. Check the Dashboard and Events Calendar anytime for a live view of your whole event calendar
Please Note
This is a digital download; no physical item will be shipped. Due to the nature of digital products, all sales are final and non-refundable. For personal/business use only — not for resale or redistribution.
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