Setting up the planner
- Type the event name and the date if you know them. Both print on the overview, and the name and date sit in the top corner of every other page, so loose sheets stay together.
- Pick the event type. It adds a handful of fitting tasks and categories; Other keeps the general version.
- Leave out pages you won't use. A small dinner may not need a guest list with RSVP boxes, while a large party may need a second guest page.
- Download the PDF, print it at 100 % or actual size and keep the pages in one folder or on a clipboard.
Start with the overview. Write down the time, the place, the theme and the total you want to spend, and fill in the key contacts: the venue, a caterer, a neighbor with spare chairs, whoever helps you on the day. The index at the bottom of the page lists every sheet in your copy with its page number.
Working through the timeline
The timeline checklist has seven phases: 4 weeks before, 2 weeks before, 1 week before, 2 days before, the day before, on the day and after the event. Count back from your event and write the real date on the heading line of each phase. Those dates turn a loose list into deadlines you can put in your calendar.
Not every task fits every event. Cross out the ones you skip with a single line, so it is clear they were decided rather than forgotten, and use the blank lines under each phase for anything specific to you. If you start planning late, do the first two phases together in one sitting. The event type changes only a few lines:
| Event type | Added to the timeline | Added budget lines |
|---|---|---|
| Birthday | Order the cake or plan to bake it, Buy candles and party favors, Pack the party favors, Pick up the cake, Write down who gave which gift | Cake, Party favors |
| Dinner party | Try out any new recipe, Plan the seating, Choose the serving dishes, Check glasses, cutlery and linens, Set the table | Flowers and candles, Help with cooking or serving |
| Holiday party | Check the date against other holiday plans, Plan a gift exchange, if you want one, Wrap gifts for the exchange, Turn on the lights and music | Gifts, Lights |
Keeping the budget on track
Fill in the Planned column before you buy anything, and make the planned amounts add up to the budget total on the overview. Then write each real cost into Actual as soon as you pay it, with the shop or a deposit date under Notes. Comparing the two columns line by line shows early where you are spending more than you meant to, while there is still time to save somewhere else.
At the end, add up both columns on the Total line and copy the results into the three boxes at the bottom: what you planned to spend, what you spent and what is left over. The blank rows below the printed categories are for costs that only you have, such as a photographer, transport or a gift.
Invitations and replies
Draft the guest list early, since the number of people shapes the size of the room, the amount of food and the budget. Write each guest on one row with a phone number or email address, so you know how to reach the people who haven't replied yet.
When the invitations go out, write the reply date into RSVP by on the overview. Tick Yes, No or Maybe as answers come in, note plus ones as a number and write allergies or diets in the last column, so they reach the menu in time. A week before, the timeline reminds you to follow up on missing replies. The count line at the bottom of the guest list gives you the final number to shop and cook for.
Shopping and the day itself
The shopping list has a long column for food and shorter sections for drinks, decorations and other supplies. Go through your menu and write each item down with the amount you need, then tick it off in the shop. The day-of schedule is for the event itself: write the time in the first column, what happens next to it, and who takes care of it. Hand a copy to anyone helping, so nobody has to ask what comes next. The checklist at the bottom holds the last jobs before the doorbell rings.
Tools for the planning
The countdown timer counts the days, hours and minutes to your event and can be shared as a link with the guests. For a budget split into categories with estimated, actual and paid amounts, the wedding budget calculator works for any celebration, since you can rename and delete its categories, and it shows the cost per guest. If the group eats out instead of at home, the tip and split calculator works out the tip and each person's share. For the food, the printable meal planner adds a weekly meal grid and a grocery list sorted by store section.
Frequently asked questions
Is the event planner free?
Yes. Print it for a birthday, a dinner, a club evening or a work party, as often as you need. There is no signup and no watermark; each page carries one small line with our web address at the bottom.
Can I print only some of the pages?
Yes. Under Pages to include, tap a page to leave it out, and the index on the overview and the page numbers follow. One page always stays on. You can also keep every page in the file and pick a page range in the print dialog.
What changes when I pick an event type?
A few lines only. The timeline gets some tasks of its own, such as ordering the cake for a birthday or setting the table for a dinner party, the budget sheet gets two extra categories, and the shopping list starts with different decorations. Other leaves out the extras. The pages and their layout stay the same.
How many guests fit on the guest list?
On US Letter, one page holds 29 numbered rows and two pages hold 60. On A4 it is 31 and 65. Each row has room for the name, a phone number or email address, Yes, No and Maybe boxes, plus ones and dietary notes, and the last page ends with a line to count the replies.
Why are some characters missing from the event name?
The PDF uses a standard font that covers English and most Western European letters. Emoji and other alphabets, such as Greek, Cyrillic or Chinese, cannot be drawn with it, so they are dropped, and a few rare accented letters print without the accent. A note under the fields tells you when that happens, and the preview shows the text as it will print.
Should I print on Letter or A4?
Use the paper that is in your printer. The page starts on US Letter when your browser is set to US or Canadian English or Canadian French, and on A4 for every other language, and you can switch before you download. A4 is a little taller, so its lists and tables get a few more rows.