Events & Weddings Toolkit
A wedding or a big event is a small project with a fixed deadline, a budget that grows by itself, a guest list that changes every week and a dozen vendors who all want an advance. Families, wedding planners and office event teams usually keep all this in notebooks, chat threads and memory, and the gaps show up on the day.
This toolkit puts each job into its own ready file: a budget planner that compares estimates with actual costs and shows what is still to pay, a guest list that counts RSVPs, meals and tables, a vendor tracker with contracts and payment dates, a month-by-month checklist, a gift and shagun register, and a minute-by-minute run-sheet for the day. Pick your currency, number style and date style once; the files work for an Indian wedding with five functions and for a conference dinner in London alike.
Made for: Couples and their families, wedding planners, event managers, banquet and hotel staff, office admin teams, school and society function committees.
What each one does
💰 Wedding & Event Budget Planner (Excel)
Set a total budget, list every expense under a category, and the workbook tells you where the money is going: estimated against actual cost, how much advance you have paid each vendor, the balance still due and the next payment date. A summary by category shows the share of the budget each part takes, the cost per guest and whether you are over or under, with a chart you can show the family.
- Settings: event name, date, total budget, expected guests, currency, number style (Indian 12,34,567 or international 1,234,567) and date style
- Budget sheet with 200 lines: category, item, vendor, estimated cost, actual cost, advance paid, balance due, next due date and status
- 16 ready categories from venue and catering to attire, jewellery, mehndi and makeup, photography, music, decoration, invitations, gifts, travel, stay and rituals; rename them to suit your event
💌 Guest List with RSVP & Seating (Excel)
One row per family or guest, with who invited them (bride's side, groom's side, company or friends), which functions they are invited to, whether they have replied, how many adults and children are coming, their meal choice, table number and hotel room. The Summary sheet turns it into the numbers your caterer, decorator and hotel ask for: confirmed headcount per function, plates by meal type, and seats used on every table.
- Settings: names of up to five functions (for example Mehndi, Sangeet, Wedding, Reception, or Welcome dinner and Ceremony), seats per table and hotel name
- Guests sheet with 600 rows: name, side, group or relation, phone, email, city, invited to each function (Y), invite sent, RSVP, adults, children, meal choice, table, room, gift note
- Drop-down lists for side, RSVP (Yes, No, Maybe, Pending) and meal (Veg, Non-veg, Jain, Vegan, Gluten-free, Kids meal)
🤝 Event Vendor & Payment Tracker (Excel)
Every caterer, decorator, photographer, DJ and transport company has its own quote, advance, payment dates and cancellation terms. List them once with the agreed amount; record each payment as you make it; the tracker shows what is paid, what is left, which payment is due next and which is late. A contacts view gives you every vendor's phone number on the day.
- Vendors sheet: service, vendor, contact person, phone, email, quotes received, final contract amount, contract signed, contract date, cancellation terms, arrival time on the day
- Payments sheet: date, vendor, amount, mode (cash, bank transfer, UPI, card, cheque), receipt number and note
- Paid so far, balance, percent paid, next due date and amount, and status: Paid, Due in 7 days, Overdue, Not booked
✅ Wedding & Event Planning Checklist (Excel)
Type your event date and every task gets a real due date: book the venue a year ahead, send save-the-dates at six months, confirm numbers with the caterer the week before. The list covers Indian wedding customs (muhurat, mehndi, sangeet, haldi, shagun envelopes) and general event planning alike, and you can add or delete tasks freely. Overdue tasks turn red and the Progress sheet shows how much is done in each period.
- 70 ready tasks grouped by time before the event: 12+ months, 9 to 12, 6 to 9, 4 to 6, 2 to 3 months, 1 month, 2 weeks, the last week, the day before, the day and after
- Due date of each task worked out from your event date (you can type your own date over it)
- Owner, status (To do, In progress, Done, Not needed) and notes for each task
🎁 Gift & Shagun Register (Excel)
At the end of a wedding or big function, someone sits with a pile of envelopes and gifts and a notebook. This register makes that list once and keeps it useful for years: who gave what at which function, how much cash came in, which gifts need a thank-you message, and, when the giver's own family function comes, what they gave you so you can return the gesture.
- Settings: event name, function names, currency, number and date style
- Register sheet with 800 rows: date, function, guest name, side, relation, city, phone, gift type (cash or shagun envelope, bank or UPI transfer, gold or jewellery, gift item, gift card, other), description, cash amount, estimated value of gifts, thank-you sent
- Summary: cash and gift value by function, by side and by gift type, number of entries, thank-yous pending
⏱️ Event Day Run-Sheet & Timeline (Word)
The run-sheet is the one page everyone works from on the day: what happens at what time, where, and who makes it happen. This Word template has a sample wedding-day timeline from the morning setup to the send-off, a vendor arrival schedule, a key contacts table, an emergency kit list and a backup plan for rain, power cuts and late arrivals. Replace the sample lines with your own and hand a printed copy to every coordinator and vendor.
- Event details: name, date, venue address and map link, event coordinator and their phone
- Key contacts table: role, name and phone for family point people, venue manager and every vendor
- Vendor arrival and setup schedule with time, vendor, task and who receives them
⚡ Online Event Budget Planner
List your expenses by category and see the whole budget at once: estimated cost, actual cost when booked, advances paid and the balance still to pay, against your total budget and per guest. Pick any currency and number style. Print it for a family meeting, save it as PDF, or download it as an Excel or Word file. Everything stays saved on this device until you clear it.
- Event name, date, venue, total budget and number of guests
- Currency choice (₹, $, €, £, AED, and more) and Indian or international number style
- Expense lines with category, item, vendor, estimated cost, actual cost and advance paid
Good to know
- Every template is free and contains no macros, so it opens without security warnings.
- Yellow cells are for typing; grey cells calculate by themselves and are protected against accidental overwriting (Review › Unprotect Sheet, no password).
- Online tools keep your details only in this browser on this device. Nothing is uploaded.
- Tax rates and statutory limits mentioned in these files are a help, not advice: check the current rules before relying on them.