Event Planning Company Desk
Event planners and event production companies
Clients, events, vendors, bookings and planning tasks for an event planning company.
Use this templateEvent Planning Company Desk
Plan every event from one page: clients, events with budget left and days to go, the vendor directory, each vendor booking and the task list. Start on the Dashboard, then work Mine and the vendor bookings still waiting on contracts. Check Budget left before agreeing any extra.
Dashboard
Planning timeline
Booking a vendor
Building the run of show
Post-event wrap-up
Clients
The people and organizations the company plans events for.
| Client | Status | Client type | Phone | First contact | Client manager | |
|---|---|---|---|---|---|---|
| Odalys Marchetti and Wren Takahashi | Current | odalys.wren@mailpost.net | (912) 555-0141 | Feb 20, 2026 | Priya Lindqvist | |
| Coastal Pines Insurance | Current | events@coastalpinesins.net | (912) 555-0142 | Jun 20, 2026 | Priya Lindqvist | |
| Savannah Harbor Arts Fund | Current | gala@harborartsfund.net | (912) 555-0143 | Dec 22, 2025 | Priya Lindqvist | |
| The Brennan-Osei family | Current | brennanosei@mailpost.net | (912) 555-0144 | Aug 19, 2026 | Marguerite Haverford-Oduya | |
| Pelham Tech Partners | Past | people@pelhamtech.net | (912) 555-0145 | Nov 17, 2024 | Priya Lindqvist | |
| Calista Rowe and Thomas Eberhardt | Inquiry | calista.thomas@mailpost.net | (912) 555-0146 | Oct 14, 2026 | Priya Lindqvist |
Events
Each event from inquiry to wrap-up, with budget and readiness.
| Event | Stage | Type | Event date | Guests | Client budget (USD) | Client |
|---|---|---|---|---|---|---|
| Marchetti-Takahashi wedding | Planning | Jan 1, 2027 | 140 | $62,000 | Odalys Marchetti and Wren Takahashi | |
| Coastal Pines client dinner | Event week | Oct 23, 2026 | 60 | $18,500 | Coastal Pines Insurance | |
| Harbor Arts spring gala | Planning | Nov 27, 2026 | 220 | $85,000 | Savannah Harbor Arts Fund | |
| Brennan-Osei 70th birthday | Booked | Feb 15, 2027 | 55 | $12,000 | The Brennan-Osei family | |
| Pelham product summit | Wrapped | Sep 3, 2026 | 180 | $48,000 | Pelham Tech Partners | |
| Rowe-Eberhardt wedding inquiry | Inquiry | May 16, 2027 | 90 | $40,000 | Calista Rowe and Thomas Eberhardt | |
| Coastal Pines holiday reception | Booked | Mar 17, 2027 | 120 | $32,000 | Coastal Pines Insurance |
Vendors
The venues, caterers and suppliers the company books.
| Vendor | Category | Phone | Our rating | Good to know | Added | |
|---|---|---|---|---|---|---|
| Magnolia Hall | events@magnoliahall.net | (912) 555-0161 | Staff set up from noon; loading dock on the east side | — | ||
| Saltwater Table Catering | book@saltwatertable.net | (912) 555-0162 | Needs final counts ten days out | — | ||
| Wild Fern Florals | studio@wildfernflorals.net | (912) 555-0163 | Delivers the morning of; tell them the load-in door | — | ||
| Lowcountry Strings | booking@lowcountrystrings.net | (912) 555-0164 | Quartet or trio, sound check thirty minutes | — | ||
| Lantern & Frame Photography | hello@lanternframe.net | (912) 555-0165 | Second shooter costs extra | — | ||
| Tidewater Rentals | orders@tidewaterrentals.net | (912) 555-0166 | Check linen counts on arrival | — | ||
| Glowworks Lighting | crew@glowworks.net | (912) 555-0167 | Needs power plan in advance | — |
Vendor bookings
A vendor booked for an event, with cost and deposit date.
| Booking | Status | Cost (USD) | Deposit due | Event | Vendor | Added |
|---|---|---|---|---|---|---|
| Magnolia Hall for the wedding | Confirmed | $9,500 | Sep 28, 2026 | Marchetti-Takahashi wedding | Magnolia Hall | — |
| Saltwater Table for the wedding | Contract sent | $21,000 | Oct 24, 2026 | Marchetti-Takahashi wedding | Saltwater Table Catering | — |
| Wild Fern for the wedding | Requested | $6,200 | Nov 1, 2026 | Marchetti-Takahashi wedding | Wild Fern Florals | — |
| Lowcountry Strings for the wedding | Confirmed | $2,800 | Oct 8, 2026 | Marchetti-Takahashi wedding | Lowcountry Strings | — |
| Saltwater Table for the client dinner | Confirmed | $9,800 | Sep 18, 2026 | Coastal Pines client dinner | Saltwater Table Catering | — |
| Wild Fern for the client dinner | Confirmed | $1,400 | Sep 23, 2026 | Coastal Pines client dinner | Wild Fern Florals | — |
| Magnolia Hall for the gala | Confirmed | $16,000 | Aug 19, 2026 | Harbor Arts spring gala | Magnolia Hall | — |
| Glowworks Lighting for the gala | Contract sent | $7,200 | Oct 15, 2026 | Harbor Arts spring gala | Glowworks Lighting | — |
Tasks
Planning steps with owners and due dates for each event.
| Task | Status | Phase | Due | Event | Owner | Assigned to |
|---|---|---|---|---|---|---|
| Final headcount to the caterer | To do | Oct 20, 2026 | Coastal Pines client dinner | Anneliese Kwon | @installer | |
| Print place cards and menus | Doing | Oct 19, 2026 | Coastal Pines client dinner | Thaddeus Boyle | — | |
| Confirm run of show with the venue | To do | Oct 21, 2026 | Coastal Pines client dinner | Dashiell Orozco | @installer | |
| Send invitations to the guest list | Doing | Oct 17, 2026 | Marchetti-Takahashi wedding | Priya Lindqvist | — | |
| Book hair and makeup trial | To do | Oct 28, 2026 | Marchetti-Takahashi wedding | Priya Lindqvist | @installer | |
| Order linens and chair covers | To do | Oct 16, 2026 | Harbor Arts spring gala | Anneliese Kwon | — | |
| Auction items list and display plan | Doing | Oct 30, 2026 | Harbor Arts spring gala | Marguerite Haverford-Oduya | @installer | |
| Sound check schedule | To do | Nov 12, 2026 | Harbor Arts spring gala | Dashiell Orozco | — |
Events, money and vendors at a glance.
| Event | Stage | Type | Event date | Guests | Client budget (USD) | Client |
|---|---|---|---|---|---|---|
| Marchetti-Takahashi wedding | Planning | Jan 1, 2027 | 140 | $62,000 | Odalys Marchetti and Wren Takahashi | |
| Coastal Pines client dinner | Event week | Oct 23, 2026 | 60 | $18,500 | Coastal Pines Insurance | |
| Harbor Arts spring gala | Planning | Nov 27, 2026 | 220 | $85,000 | Savannah Harbor Arts Fund | |
| Brennan-Osei 70th birthday | Booked | Feb 15, 2027 | 55 | $12,000 | The Brennan-Osei family | |
| Pelham product summit | Wrapped | Sep 3, 2026 | 180 | $48,000 | Pelham Tech Partners | |
| Rowe-Eberhardt wedding inquiry | Inquiry | May 16, 2027 | 90 | $40,000 | Calista Rowe and Thomas Eberhardt | |
| Coastal Pines holiday reception | Booked | Mar 17, 2027 | 120 | $32,000 | Coastal Pines Insurance |
| Booking | Status | Cost (USD) | Deposit due | Event | Vendor | Added |
|---|---|---|---|---|---|---|
| Magnolia Hall for the wedding | Confirmed | $9,500 | Sep 28, 2026 | Marchetti-Takahashi wedding | Magnolia Hall | — |
| Saltwater Table for the wedding | Contract sent | $21,000 | Oct 24, 2026 | Marchetti-Takahashi wedding | Saltwater Table Catering | — |
| Wild Fern for the wedding | Requested | $6,200 | Nov 1, 2026 | Marchetti-Takahashi wedding | Wild Fern Florals | — |
| Lowcountry Strings for the wedding | Confirmed | $2,800 | Oct 8, 2026 | Marchetti-Takahashi wedding | Lowcountry Strings | — |
| Saltwater Table for the client dinner | Confirmed | $9,800 | Sep 18, 2026 | Coastal Pines client dinner | Saltwater Table Catering | — |
| Wild Fern for the client dinner | Confirmed | $1,400 | Sep 23, 2026 | Coastal Pines client dinner | Wild Fern Florals | — |
| Magnolia Hall for the gala | Confirmed | $16,000 | Aug 19, 2026 | Harbor Arts spring gala | Magnolia Hall | — |
| Glowworks Lighting for the gala | Contract sent | $7,200 | Oct 15, 2026 | Harbor Arts spring gala | Glowworks Lighting | — |
| Task | Status | Phase | Due | Event | Owner | Assigned to |
|---|---|---|---|---|---|---|
| Final headcount to the caterer | To do | Oct 20, 2026 | Coastal Pines client dinner | Anneliese Kwon | @installer | |
| Print place cards and menus | Doing | Oct 19, 2026 | Coastal Pines client dinner | Thaddeus Boyle | — | |
| Confirm run of show with the venue | To do | Oct 21, 2026 | Coastal Pines client dinner | Dashiell Orozco | @installer | |
| Send invitations to the guest list | Doing | Oct 17, 2026 | Marchetti-Takahashi wedding | Priya Lindqvist | — | |
| Book hair and makeup trial | To do | Oct 28, 2026 | Marchetti-Takahashi wedding | Priya Lindqvist | @installer | |
| Order linens and chair covers | To do | Oct 16, 2026 | Harbor Arts spring gala | Anneliese Kwon | — | |
| Auction items list and display plan | Doing | Oct 30, 2026 | Harbor Arts spring gala | Marguerite Haverford-Oduya | @installer | |
| Sound check schedule | To do | Nov 12, 2026 | Harbor Arts spring gala | Dashiell Orozco | — |
| Vendor | Category | Phone | Our rating | Good to know | Added | |
|---|---|---|---|---|---|---|
| Magnolia Hall | events@magnoliahall.net | (912) 555-0161 | Staff set up from noon; loading dock on the east side | — | ||
| Saltwater Table Catering | book@saltwatertable.net | (912) 555-0162 | Needs final counts ten days out | — | ||
| Wild Fern Florals | studio@wildfernflorals.net | (912) 555-0163 | Delivers the morning of; tell them the load-in door | — | ||
| Lowcountry Strings | booking@lowcountrystrings.net | (912) 555-0164 | Quartet or trio, sound check thirty minutes | — | ||
| Lantern & Frame Photography | hello@lanternframe.net | (912) 555-0165 | Second shooter costs extra | — | ||
| Tidewater Rentals | orders@tidewaterrentals.net | (912) 555-0166 | Check linen counts on arrival | — | ||
| Glowworks Lighting | crew@glowworks.net | (912) 555-0167 | Needs power plan in advance | — |
Events in the next 30 days
| Event | Stage | Type | Event date | Guests | Client budget (USD) | Client |
|---|---|---|---|---|---|---|
| Marchetti-Takahashi wedding | Planning | Jan 1, 2027 | 140 | $62,000 | Odalys Marchetti and Wren Takahashi | |
| Coastal Pines client dinner | Event week | Oct 23, 2026 | 60 | $18,500 | Coastal Pines Insurance | |
| Harbor Arts spring gala | Planning | Nov 27, 2026 | 220 | $85,000 | Savannah Harbor Arts Fund | |
| Brennan-Osei 70th birthday | Booked | Feb 15, 2027 | 55 | $12,000 | The Brennan-Osei family | |
| Pelham product summit | Wrapped | Sep 3, 2026 | 180 | $48,000 | Pelham Tech Partners | |
| Rowe-Eberhardt wedding inquiry | Inquiry | May 16, 2027 | 90 | $40,000 | Calista Rowe and Thomas Eberhardt | |
| Coastal Pines holiday reception | Booked | Mar 17, 2027 | 120 | $32,000 | Coastal Pines Insurance |
Deposits due
| Booking | Status | Cost (USD) | Deposit due | Event | Vendor | Added |
|---|---|---|---|---|---|---|
| Magnolia Hall for the wedding | Confirmed | $9,500 | Sep 28, 2026 | Marchetti-Takahashi wedding | Magnolia Hall | — |
| Saltwater Table for the wedding | Contract sent | $21,000 | Oct 24, 2026 | Marchetti-Takahashi wedding | Saltwater Table Catering | — |
| Wild Fern for the wedding | Requested | $6,200 | Nov 1, 2026 | Marchetti-Takahashi wedding | Wild Fern Florals | — |
| Lowcountry Strings for the wedding | Confirmed | $2,800 | Oct 8, 2026 | Marchetti-Takahashi wedding | Lowcountry Strings | — |
| Saltwater Table for the client dinner | Confirmed | $9,800 | Sep 18, 2026 | Coastal Pines client dinner | Saltwater Table Catering | — |
| Wild Fern for the client dinner | Confirmed | $1,400 | Sep 23, 2026 | Coastal Pines client dinner | Wild Fern Florals | — |
| Magnolia Hall for the gala | Confirmed | $16,000 | Aug 19, 2026 | Harbor Arts spring gala | Magnolia Hall | — |
| Glowworks Lighting for the gala | Contract sent | $7,200 | Oct 15, 2026 | Harbor Arts spring gala | Glowworks Lighting | — |
Tasks overdue
| Task | Status | Phase | Due | Event | Owner | Assigned to |
|---|---|---|---|---|---|---|
| Final headcount to the caterer | To do | Oct 20, 2026 | Coastal Pines client dinner | Anneliese Kwon | @installer | |
| Print place cards and menus | Doing | Oct 19, 2026 | Coastal Pines client dinner | Thaddeus Boyle | — | |
| Confirm run of show with the venue | To do | Oct 21, 2026 | Coastal Pines client dinner | Dashiell Orozco | @installer | |
| Send invitations to the guest list | Doing | Oct 17, 2026 | Marchetti-Takahashi wedding | Priya Lindqvist | — | |
| Book hair and makeup trial | To do | Oct 28, 2026 | Marchetti-Takahashi wedding | Priya Lindqvist | @installer | |
| Order linens and chair covers | To do | Oct 16, 2026 | Harbor Arts spring gala | Anneliese Kwon | — | |
| Auction items list and display plan | Doing | Oct 30, 2026 | Harbor Arts spring gala | Marguerite Haverford-Oduya | @installer | |
| Sound check schedule | To do | Nov 12, 2026 | Harbor Arts spring gala | Dashiell Orozco | — |
How to read the numbers
Work backwards from the event date. Most stress comes from decisions made too late.
How to use it
When an event is booked, add tasks for each phase with due dates.
Review the list weekly with the client manager.
Move the event stage as phases finish.
Before you ask
Confirm date, guest count, budget and what the client cares about.
Check the vendor's rating and notes in the directory.
Booking
Request availability and a written quote for the exact scope.
Compare at least two options for the large lines.
Send the contract for the client's approval; log it as Contract sent.
Record the deposit due date and the balance date.
When signed, press Lock in and add the load-in time to the event page.
After the event
Pay the balance on time, update the rating, and add notes for next time.
A run of show is a minute-by-minute promise. Everyone should be able to read their line and know what to do.
Contents
Time, what happens, who leads, and what is needed (audio, lighting, props).
Load-in and load-out times for every vendor.
Contacts for the venue, caterer and anyone with a key.
Building it
Start from the client's must-have moments and place them first.
Work out meal service and speeches around the venue's timing rules.
Share a draft with vendors two weeks out and collect corrections.
Print copies for the planner, venue and each vendor lead.
On the day
Walk the room one hour before doors with the venue manager, then do a final check on audio, lighting and the first moment of the program.
Within three days
Thank-you notes sent to the client and key vendors
Final headcount and vendor invoices collected
Rented items counted and returned
Photos and links saved on the event page
Within two weeks
Hold a short debrief with the team: what worked, what did not, what to change.
Update vendor ratings and notes.
Ask the client for a review.
Press Wrap up on the event and move open tasks to Done or delete them.
What's inside
6 tables · 25 views · 1 form · 3 row actions · 1 agent6 pages
- Event Planning Company Desk
- Dashboard
- Planning timeline
- Booking a vendor
- Building the run of show
- Post-event wrap-up
5 tables
- Clients3 views · 6 sample rows
- Events7 views · 7 sample rows
- Vendors2 views · 7 sample rows
- Vendor bookings6 views · 11 sample rows
- Tasks7 views · 11 sample rows
Related workspaces
- Accounting Firm DeskClients, monthly closes, filing deadlines and document requests for an accounting firm.6 pages · Professional services
- Architecture Firm StudioClients, design phases, drawing sets, RFIs and submittals for an architecture firm.6 pages · Professional services
- Consulting Practice DeskClients, proposals, engagements, deliverables and consultant days for a consulting firm.6 pages · Professional services
- Insurance Agency DeskInsureds, policies, renewals, claims and follow-ups for an independent insurance agency.6 pages · Professional services
- IT Managed Services DeskClients, devices, support tickets, contract renewals and scheduled maintenance for an MSP.6 pages · Professional services
- Translation Agency DeskClients, linguists, translation jobs, glossaries and quality checks for a language agency.6 pages · Professional services