Notion – Event Planning Template


This template is perfect for planning & running your next event.

Buy on

Notion – Event Planning Template

This template is perfect for planning & running your next event. With dozens of deadlines and details to track, it’s easy for something to slip, putting your event at risk—especially if you’re managing your event checklist in several tools. While a detailed event planning spreadsheet can sometimes help, using an event planning template set up in Notion maximizes your team’s productivity and clarity.


What you need before purchase

  • Basic knowledge of how to use Notion
  • Paid Notion account if you’re looking to add lots of content to your template / Notion account (sign up here). Not much content? You’re able to use their free account.

After purchase, you’ll be able to view the template immediately. The template can be added to your Notion account by:

  • Click on the template download link in Gumroad
  • When viewing the Notion template, click on the “Duplicate” link in the top-right of your screen
  • The template will now be available in your own Notion account

For ongoing use, the steps are:

  • Login to Notion and select the template you want to view
  • Click on the Duplicate link in the top-right of your screen to create a copy to use
  • You’ll be able to retain the Notion template and work on the Duplicate (with a new name) and can repeat this process whenever you want to use the template again


Event Planning Template Features

Creating an event is always challenging, but the real work begins after you strike the first match to kindle your flame. Before long, you’ll discover that there are a dozen decisions to make for every small detail. The good news is that there’s plenty of help available for making each decision along the way. An event checklist template should serve as your guide to all of the things you really need to do.

What follows below are some ideas that will help your checklists reflect an accurate accounting of everything you need to accomplish, including items that are nice-to-have rather than essential.

  1. Determine Your Budget
  2. Plan the Guest List and Assign Priorities
  3. Research Your Venue Options
  4. Create a Tentative Timeline with Deadlines for Each Task
  5. Compile a Checklist of Necessary Supplies and Equipment
  6. Set Up an Online RSVP System With Captures
  7. Decide On the Type of Food and Decide on Caterers
  8. Determine How to Get Participants There Safely
  9. Set Up the Venue for Your Event
  10. Create a Media List With Contact Information, Organized by Role or Function (e.g., photographer, DJ, etc.).
  11. Hire Event Staff or Volunteers, As Required
  12. Send Invitations
  13. Set Up for Your Event
  14. Manage Your Guest List During the Event
  15. Decorate to Enhance the Mood and Vibe of the Event
  16. Ensure All Items Are Returned to Their Original Locations
  17. Conduct a Post-Event Survey

What to Include in a Checklist Template for Event Planning

Are you planning an event that will help your organization raise money? What about a wedding, birthday party, anniversary dinner or baby shower? In the rush of all this excitement, have you forgotten any of the essential details that are essential to the success of your event? It’s possible that you have, if not probable. Your checklist template will help you remember all these details because it will be available at the ready to check off all the tasks as they are completed.

The first step is to create a budget for your event. This should be done before you even pick an event date. Some items, such as food are more expensive on holidays or weekends. Other things, like renting a tent may cost more if the weather looks stormy. As you start your checklist template, do not forget to include this important detail because it will help you create an accurate budget for your event.

The second step is to create a guest list. Organizing your event will be much easier when you know who can attend and what their priorities are. For example, the top priority is the bride’s mother or maybe even the best man at a wedding. You should also assign priorities to other guests based on their connection to the bride or groom if any; how long you have known them; or if they are part of the couple’s core group of friends.

The third step is to choose your venue options. If you intend to hold your event outdoors, consider the weather and look into renting a tent in case it rains on that day (or even several days before or after the selected date). Be sure to have a backup plan in place just in case, even if you have to move your event indoors.

If the venue you selected is already being used for other events on the same day or time as your party, consider a different date and/or time. You may also want to look into renting some necessary equipment such as tables and chairs if yours are not already being used on the day of your event.

Once you have determined all your necessary details, it’s time to create a tentative timeline for all these tasks with deadlines so everything will come together at the appropriate time. This is where your checklist template will come in handy.

Of course, the first item on the list should be compiling a checklist of all the necessary supplies and equipment you will need. It should include everything from tent poles to napkins, plates, plasticware, silverware and even decorating elements like streamers or balloons.

Next, decide on the type of food you will serve at your event. Whether it’s a simple cocktail party or an elaborate wedding reception, determine how many people are attending and plan accordingly. Be sure to include items like plates, plasticware, napkins, silverware and even candles in your list of supplies.

The next item on the list should be hiring entertainment for your event such as a DJ, musician or comedian (for larger events). Then identify the guest speakers; do you want to take up a collection at the event, for instance? If so, be sure to add it to your list.

The final item on your checklist template should be inviting people from other organizations or groups. You might even send an email blast if you have a newsletter. The more people who attend your event, the more successful it will be, so don’t be shy!

Finally, after each task has been completed, mark it off on your checklist template. This way you will know which tasks are done and which ones remain. You can even add notes about when they were completed or by whom.

Your event is sure to be a success with the help of your event planning checklist template.

Category: Tag: