Managing events doesn't require expensive software. Whether you're coordinating university functions, corporate conferences, or community gatherings, a well-structured spreadsheet can handle most of what you need.
I've put together a free Excel toolkit with six integrated templates designed for event managers, coordinators, and anyone who needs to keep multiple moving parts organised.
What's Included
The workbook contains six sheets, each serving a specific purpose in the event management workflow.
Event Booking Tracker — Follow events from initial enquiry through to completion. Track client details, venues, contract status, payments, and key dates all in one place. Conditional formatting highlights overdue items so nothing slips through.
Client Account Manager — A lightweight CRM for managing relationships with internal departments and external clients. Log contact details, track follow-ups, assign relationship owners, and flag priority accounts. Overdue follow-ups are automatically highlighted.
Event Budget Tracker — Per-event budgeting with categories for venue, catering, AV, staffing, marketing, and miscellaneous costs. Compares estimated versus actual spend with automatic variance calculations.
Risk Assessment Checklist — Essential for any event. Document risks by category, score them by likelihood and impact, record mitigation actions, and track status. Colour-coded risk scores make it easy to see what needs attention.
Venue & Resource Booking Calendar — Manage room and equipment bookings across multiple venues. Track dates, time slots, equipment requirements, and booking status to avoid double-bookings and resource conflicts.
Post-Event Review — Capture what worked and what didn't. Record attendance figures, budget performance, client satisfaction scores, key successes, and follow-up actions. This data becomes invaluable for improving future events.
Why Excel?
Dedicated event management platforms are great, but they're often overkill for smaller teams or organisations just getting started. Excel offers flexibility, requires no subscription, and works with tools you already have.
These templates use data validation dropdowns, conditional formatting, and simple formulas to automate the tedious bits while keeping everything transparent and easy to customise.
Download
The toolkit is free to download and use. No signup required.
Download Event Management Toolkit (Excel)
If you find it useful, I'd love to hear how you're using it. And if you need something more tailored to your specific workflow, get in touch — custom spreadsheet solutions and web-based tools are something I'm always happy to build.
Get in Touch
Email: simon@brom.digital WhatsApp: +44 1656 773798
Simon Bromfield Founder, Brom