Event timeline template
Plan an event backwards from its date. Enter the date once and every task, deadline and the week-by-week chart move with it.
Download for Excel (XLSX). Free to use, no sign-up needed.
| Task or milestone | Phase | Owner | Start date | Due date | Days to go | Status |
|---|---|---|---|---|---|---|
| Set the goal, budget and guest numbers | Planning | Event lead | 23 Jan | 6 Feb | 98 | Done |
| Book the venue | Booking | Event lead | 13 Feb | 20 Feb | 84 | Done |
| Book catering and equipment | Booking | Operations | 6 Mar | 27 Mar | 49 | In progress |
| Open registration or send invitations | Promotion | Marketing | 13 Mar | 20 Mar | 56 | In progress |
| Send final details to guests and suppliers | Event week | Event lead | 8 May | 12 May | 3 | Not started |
| Event day | Event week | Everyone | 15 May | 15 May | 0 | Not started |
| Send thank-yous and a feedback survey | After the event | Marketing | 16 May | 18 May | -3 | Not started |
What is an event timeline?
An event timeline is a plan that lists everything that has to happen before, during and after an event, in date order, with a deadline and an owner for each task. It is built backwards from the event date: the venue has to be booked before invitations go out, and invitations have to go out before catering numbers are confirmed.
It suits any event with a fixed date and more than a handful of moving parts: a conference, a product launch, a client dinner, a fundraiser, a team offsite or a wedding.
How to use this event timeline template
- Enter the event date. Type it into the Event date box. Every date in the plan is counted back from it, so the whole plan moves when the date changes.
- Make the tasks your own. The file starts with 14 common tasks, from setting the budget to the follow-up. Rename, delete or add rows to fit your event.
- Adjust the dates. Each starter date is a formula such as "event date minus 84 days". Change the number to move a task, or type a date over the formula.
- Give every task an owner. One name per task.
- Keep the status up to date. Choose Not started, In progress or Done. Finished tasks are crossed out, and a due date that has passed turns red.
- Plan the day itself. A second sheet holds the running order for the event day, hour by hour.
Book the things that sell out first: the venue, then speakers or entertainment, then catering.
What the template includes
- A timeline sheet with the task, phase, owner, start date, due date, days to go, status and notes for each task.
- A week-by-week chart beside the table that colors itself in from the dates: planned, in progress, done, and the event day.
- Dates that follow the event date, so postponing the event does not mean retyping the plan.
- A progress count of tasks not started, in progress, done and overdue.
- An event day schedule sheet for the running order on the day.
- A short guide on its own sheet.
A typical event planning timeline
Every event is different, but the order of work is usually the same. The starter tasks in the template follow this pattern, and you can stretch or shorten it by changing the numbers:
| When | What to do |
|---|---|
| 12 to 16 weeks before | Set the goal, budget and guest numbers. Choose the date and book the venue. |
| 8 to 12 weeks before | Book speakers or entertainment, catering and equipment. Open registration or send invitations. |
| 3 to 8 weeks before | Promote the event. Confirm the schedule for the day. |
| 1 to 4 weeks before | Order signage, badges and printed materials. Confirm numbers with suppliers. |
| The final week | Send final details to guests and suppliers. Brief the team and walk through the venue. |
| After the event | Send thank-yous and a feedback survey. Review the budget and note what to change next time. |
From timeline to a team that knows what to do
A spreadsheet is a good place to work out the plan. Once several people are involved, the tasks are easier to keep moving where everyone can see their own list and get reminded. In Coavon, an event can be a project in Flow, with each task assigned and dated, shown on a calendar or Gantt chart. If you run the same kind of event more than once, save the project as a template and start the next one with every step already listed.
Frequently asked questions
Is this event timeline template free?
Yes. You can download the Excel file and use it without creating an account.
How far ahead should I start planning an event?
It depends on the size. A small internal event can be planned in four to six weeks. A larger event with an outside venue, speakers or travel usually needs three to six months, mainly because good venues are booked early.
Does the template work in Google Sheets or Numbers?
It is built for Excel. The table and dates work when the file is opened in Google Sheets or Apple Numbers, but the automatic coloring of the week-by-week chart may not carry over fully.
What happens if the event date changes?
Change the date in the Event date box. Every task date that is still a formula moves with it, and so does the chart.