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Guide on how to use our Event Planner Template
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There are five tabs in total.
- Event Workplan
- Calander
- Rota
- Job Roles/volunteers/contacts
- Mail List
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Everything in italics is examples
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Event Work Plan Tab
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The event planner is to help break down the tasks for running your event, give a clear indication of:
- Who is responsible
- When it needs to be completed
- What the job or task is
- The status of the job or task
- Space for comments on the task
The event planner currently has in italics examples to get an idea of how to use it. Status is done on a RED, AMBER & GREEN system.
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Calander Tab
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The Calander tab is what it says it is; it's a calendar.
- Use the calendar template to input all the dates you have indicated in your work plan when things need to be done or when tasks will occur.
- The calendar will then show you when you have busy periods and less busy periods.
- The reason to do this is it will help you time manage better and know when you need to bring in more people for reinforcement.
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Rota Tab
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The Rota tab is for you to show:
- Who is responsible for each task
- How many people you might need
- Where they need to be if you have multiple venues
- Timings throughout the day.
The rota will help you plan and time manages again like the calendar, but You can then share with your colleagues/volunteers.
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Job Roles/Volunteers/Contacts Tab
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The Job Roles/Volunteers/Contacts Tab is where you put information about your Staff and Volunteers for your event:
- assign a job role
- availability
- skills and interest
- comments

Knowing their availability will see what role they could take on with the amount of time they are willing to give you for the event.

Skills and interest section is essential, as you might find out people who have offered help might have more skills you could use at the event like:
- Are they a first aider?
- Do they have a background in marketing?
Knowing these details allows you to ask them to use their skills to make your event more successful.
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Mail List Tab
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The mail list is self-explanatory; this spreadsheet will work for mail merge if needed. You could use the mail list for participants, volunteers anything you need a mail list for.
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