Our Favourite Event Templates for New Event Planners
EVENT PLANNING GUIDE
Our Favourite Event Planning Templates for New Event Planners
Updated on September 28, 2026 | Written by Rachella Thomas
I'm new to event planning. What templates should I start with?
If you're new to event planning, it can be difficult to know which documents you actually need to get started. The good news is you don't need everything at once.
Whether you're starting out as an event planner or you've simply been handed an event to organise alongside your usual job, a few good templates can give you a professional framework to work from without overwhelming you with documents you don't need yet.
So, where should you start? Let’s keep it simple. These are five of our favourite event planning templates for new event planners and occasional event organisers.
1. Event Brief Template
Start here before you disappear down the rabbit hole of venues, catering, entertainment and everything else; get clear on what you're actually planning.
An Event Brief is a simple document that captures the foundations of your event: what it is, why it's happening, who it's for and the parameters you're working within. It doesn't need to answer every question yet. Its job is to give everything that follows a clear starting point of intention.
Brainstorm with your team, then jot down the outcomes and decisions that shape the event.
→ Read More: How to Create an Event Brief (And Why You Need One)
2. Event Plan Timeline Template
Once you know what you're planning, the next question is usually: where on earth do I start?
An Event Plan Timeline is a working list of everything that needs to happen between now and event day, organised by when it needs to be done. Think venue booked, invitations sent, suppliers confirmed, signage ordered, final numbers due. Give each task a deadline, so you don't rely on memory to keep the event moving.
Don't worry about knowing every task when you first create it. Start with what you know, work backwards from event day and add to it as the planning develops.
Keep it open, keep it current and check it regularly. It will become one of the documents you rely on most.
3. Event Budget Template
You don't need to know exactly what your event will cost before you create a budget. The budget is how you work that out.
An Event Budget is a spreadsheet that lists everything you expect to spend money on, from the venue and catering to equipment, entertainment, signage and staffing. You start with estimated costs, then replace them with quotes and actual figures as your planning progresses.
This lets you see where the money is going, what you can afford and where you might need to make different choices before you've committed the spend.
And don't worry when the numbers keep changing. An event budget is a working document. It's supposed to change as the event takes shape.
4. Risk Assessment Template
Risk management can sound much more intimidating than it actually is, especially when you're new to events. At its simplest, you're asking: what could go wrong, how serious would it be, and what can we do to reduce the chance of it happening?
An Event Risk Assessment is the document where you record those risks, rate their significance, and list the steps you'll take to manage them. That might include anything from wet weather and trip hazards to crowd safety, equipment, food service or an emergency.
You won't identify every risk on day one. Start with the obvious ones, then keep adding to your Risk Assessment as the venue, activities, suppliers and event details are confirmed.
The goal isn't to imagine every disaster possible. It's to spot what could realistically cause a problem and plan for it before event day.
5. Event Run Sheet Template
This is where all that planning eventually meets event day.
An Event Run Sheet is a detailed, time-based schedule of your event. It sets out what is happening, when it's happening, where it's happening and who is responsible, from the first supplier arriving on site through to the final pack-down.
This document takes all your planning and turns it into what actually needs to happen on event day.
Don't wait until the night before the event to create it. Start building your Run Sheet while you're planning and let it develop alongside the event. By the time the event arrives, it becomes the working document that helps everyone stay on the same page.
If you've never created one before, our Step-by-Step Guide to Creating an Event Run Sheet walks you through exactly what to include and how to build one from scratch.
Start With These. Build From There.
If you're planning an event for the first time, this can feel like a lot, but you have enough to get going. Start with these five templates, and you'll have the basic framework you need to find your feet and get the event moving.
These are our 5 favourite event planning templates for new Event planners because they cover the basics perfectly and set you up for success.
You can get all these templates, plus bonus how-to guides, in our Event Planning Starter Kit.
Designed for new event planners and occasional event organisers, the Event Planning Starter Kit includes all five event planning templates listed above, plus an Event Brief Writing Guide, Event Risk Management Guide, and Event Run Sheet User Guide.
All our templates include built-in planning tips, guidance notes, and AI prompts in the tools, so you won't get an empty document and be left to figure out what goes where.
→ If you found this useful, feel free to share it with a fellow event planner or your event network. They’ll appreciate you passing it on.
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Meet Your Mentor
Rachella Thomas is an award-winning event producer with more than 26 years of experience delivering major events. Her work includes the Australian Open, Commonwealth Games Queen’s Baton Relay, Melbourne Food & Wine Festival, and other renowned large-scale events and festivals.
Rachella founded Event Kit, where she turns decades of professional event know-how into practical tools for event planners worldwide.
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Description
Event Planning Starter Kit
Designed for:
Designed for new event planners who want a professional starting point without building every document from scratch.
Helps you:
When you’re new to events or just an occasional event organizer.
What’s included:
EXCEL
• Event Budget
• Event Plan Timeline
• Event Run Sheet
PDF
• Event Brief Writing Guide
• Event Plan Master Checklist
• Event Risk Management Guide
• Event Run Sheet User Guide
WORD
• Event Brief
• Event Risk Assessment Matrix
Plus:
• Built-in planning tips and guidance notes
• AI prompts to help you work faster
Pairs well with:
Any collection in the shop. There's no wrong combination — grab what fits your events and build from there.
Note: This is a digital product. No physical item is shipped.
Customer Service
Within a few minutes of purchase, you’ll receive an email with a link to download your files. The download link expires after 24 hours. If you can’t find the email, please check your Spam or Junk folder.
Need help getting started?
Notes and instructions are built into our templates to give you structure, guidance and practical real-life examples. These are not blank templates. They’re designed to guide you as you use them.
Still got questions?
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Template License
Event Kit templates are licensed for use by one business or sole operator. You can edit, customize and reuse them across every client, event, and project your business handles. Add your own branding, update colors and fonts, remove sections you don't need, and adapt the content to suit you.
Read full Template License