Free event planning templates and tools
Thirty tools from the MyVenueHQ team for planning a wedding or event and running it at a venue: templates that download as Word, a free floor plan maker and a free seating chart maker, and calculators for space, food, drinks and the bar bill. All free, none need an account.
Templates you can fill in and download
Each one fills in on the page and downloads as Word or a spreadsheet, or prints to PDF, with no account.
Free BEO template The banquet event order for the kitchen, bar and floor. Word 
Free wedding timeline template The day hour by hour, built from the ceremony time. Word, PDF, Excel 
Free wedding ceremony script builder The officiant’s script, the order with minutes, a printable program and a vows helper. Word, PDF 
Free wedding processional order builder The ceremony order, the recessional and an aisle diagram, with a one-page rehearsal sheet. Word, print 
Free wedding guest list template RSVPs, meals, plus-ones and tables, with counts that update as you type. Excel, CSV, PDF 
Free event planning checklist Every task counted back from your event date, with owners, notes and a calendar file. CSV, calendar, PDF 
Free wedding budget calculator Start from the venue quote, then budget every other line and track deposits and due dates. Excel, CSV, PDF 
Free run of show template Every segment of a conference, gala or launch with its owner and cues. Word, PDF, Excel 
Free wedding day emergency kit checklist Who is packing and the weather in, a checklist out, with your own items. Word, PDF 
Free catering invoice template Per-guest lines, service charge, tax, deposit and balance. Word, PDF, Excel 
Free catering contract template Menu, guest count, deposit and cancellation terms. Word, PDF 
Free venue rental agreement template Fee, deposits, cancellation, insurance and house rules. Word, PDF 
Free contract amendment template Change a signed contract: the old and new wording, the new total and balance. Word, PDF 
Free event proposal template Your prices per guest, service charge, tax, the deposit and an expiry date. Word, PDF 
Free wedding vendor tip calculator The tip for each vendor, who hands out which envelope, and an envelope sheet. Word, CSV, PDF 
Free credit card authorization form Deposit, final balance, damage and incidentals, with blank card lines for the client. Word, PDF Room and layout
Draw the room to scale, then check it holds the people and the furniture.
Free event floor plan maker Tables, stage, bar and dance floor to scale, with a 3D view. 
Free seating chart maker Put each guest at a table and download the list. 
Free venue capacity calculator How many guests a room holds, next to the building code count. 
Free dance floor size calculator The floor size and panel count for your guest count. 
Free tent size calculator The tent to rent for the guests, seating and extras. 
Free portable restroom calculator Porta potties, accessible units and hand-wash stations for your guests and hours. 
Free tablecloth size calculator The linen size for any table and drop. Food and drink
Quantities to order and what the bar will cost, worked out from the guest count and the hours.
Free catering food calculator Protein, sides, appetizers and rolls per guest. 
Free wedding alcohol calculator Beer, wine, liquor and the toast for your crowd. 
Free open bar cost calculator The bar bill and cost per guest at your prices: open, consumption or cash bar. 
Free ice calculator Pounds of ice, bags by size and when to deliver, for a party, wedding or bar. 
Free keg calculator Kegs to order for your guests, and every keg size in gallons, ounces and pours. 
Free cake serving calculator The smallest cake that covers your guests, and a serving chart for wedding and party slices. 
Free pizza calculator How many pizzas to order for a party, split by topping, with the cost per guest. Which template for each stage of event planning
Planners often split an event into five stages, the 5 C's. Here is where each free tool fits.
| Stage | The job | Free tools for it |
|---|---|---|
| Concept | Purpose, audience and theme | Venue capacity calculator, Event proposal template, Wedding budget calculator |
| Coordination | Logistics, vendors and the plan | Venue rental agreement template, Catering contract template, Contract amendment template, Catering food calculator, Alcohol calculator, Open bar cost calculator, Ice calculator, Keg calculator, Cake serving calculator, Pizza calculator, Floor plan maker, Tent size calculator, Portable restroom calculator |
| Control | People, vendors and timings | BEO template, Guest count change checklist, Wedding guest list template, Seating chart maker |
| Culmination | The event day itself | Run of show template, Wedding timeline template, Wedding day emergency kit checklist, Wedding ceremony script builder, Wedding processional order builder, Wedding run of show |
| Closeout | Settle up, feedback and review | Catering invoice template, Credit card authorization form |
Stages as named in Canapii's 5 C's of event management; the 7 stages in the questions below follow Cadmium.
Guides that go with them
Banquet table sizes Every table size and how many each seats. 
What is a BEO? How a banquet event order works, with two examples. 
Guest count change checklist What to update when the final count moves. 
How to write a venue proposal The seven sections, with sample wording for each. 
Wedding run of show template The day laid out by who owns each block. About the free tools.
Is there a free event planning template in Word?
Yes. The BEO, wedding timeline, run of show, catering invoice, catering contract, venue rental agreement and event proposal templates and the credit card authorization form on this page fill in online and download as an editable Word file, free and with no account. The timeline, run of show, invoice, contract, rental agreement, proposal and card authorization form also print to PDF, the timeline, run of show and invoice download as a spreadsheet for Excel or Google Sheets, and the wedding guest list template downloads as an Excel workbook or a CSV.
What are the 5 C's of event planning?
Concept, coordination, control, culmination and closeout. Concept sets the purpose, audience and theme; coordination organizes the logistics and vendors; control directs people, vendors and timings; culmination is the event day; closeout settles payments, gathers feedback and reviews how it went. The table above puts a free tool against each.
What are the 7 stages of event planning?
One common version: set goals and objectives, define the scope and concept, build the budget, choose the venue and vendors, plan marketing and promotion, lay out logistics and the program schedule, then evaluate against the goals afterwards. Weddings and private events usually skip the marketing stage.
Are these event planning tools really free?
Yes. Every tool on this page works without an account, and the templates download as Word or print to PDF for free. A free MyVenueHQ account only adds saving, share links and keeping everything on the event.
Who are they for?
Venue coordinators, caterers and event planners first, and couples planning their own wedding. The numbers come from published planner rules, rental company charts and the building code, and each page lists its sources.
Can I put a tool on my own website?
The calculators and the invoice, timeline and run of show templates each have an embed code on their page. Paste it into your site and the tool runs there, with a small credit link.
Keep every plan on the event.
The same floor plans, BEOs, invoices and contracts live on each booking in MyVenueHQ. Free for one venue.