Free Event Planning Template (90-Day Task Plan & Checklist)
Run your event on a 90-day countdown instead of a sticky-note wall. This event planning template sequences everything from venue tours and speaker outreach to badge printing, volunteer briefings, and the day-of run sheet, 14 scheduled tasks across five phases, each timed backwards from event day.
No credit card. Opens as a real project on the Free plan.
What’s inside
The full plan is below, every task with its description, duration, and priority. Open the template and all of it is scheduled from today, ready to edit.
14
Scheduled tasks
5
Phases
1
Milestone
~13
Weeks end to end
The plan, phase by phase
Venue3 tasks
Shortlist + tour 3 venues
Capacity fit, AV, catering options, accessibility checklist.
Sign venue contract + pay deposit
Legal review, insurance, cancellation terms.
Confirm catering + dietary requirements
Menu selection, headcount buffer, allergen handling.
Speakers3 tasks
Draft speaker wishlist + outreach
Prioritise 10 targets, personalised outreach emails.
Confirm speaker lineup + contracts
Travel + accommodation, talk titles, abstracts, headshots.
Coordinate speaker run-of-show + AV checks
Tech rider, slide templates, pre-event rehearsal slots.
Marketing3 tasks
Build event landing page + registration
Agenda, speakers, CTA, ticket tiers, GDPR-compliant signup.
Launch promotion: email + social + partners
Announcement sequence, partner cross-promo, referral codes.
Design event collateral
Lanyards, signage, deck templates, photo backdrop, swag.
Logistics3 tasks
Print + ship materials
Badges, programmes, signage. Buffer for last-minute registrations.
Brief volunteers + event staff
Run-of-show, FAQs, incident escalation, comms channels.
Final headcount + dietary reconciliation
Confirm numbers with caterer 72h out. Buffer +5%.
Day-of2 tasks
Event day - registration + session support
Doors, check-in, session timekeeping, AV fixes, Q&A mics.
Post-event survey + thank-you comms
NPS survey, session recordings, speaker thanks, photo recap.
Milestones
Milestones land on the timeline automatically and show as diamonds on the Gantt chart, so the dates that matter stay visible.
Event day
Day 89 of the plan
Frequently asked
What size of event does this template fit?
The structure suits anything from a 50-person meetup to a multi-track conference. The five phases (Venue, Speakers, Marketing, Logistics, Day-of) are the constants; scale the individual tasks up or down, for example duplicate the speaker tasks per track, or drop the speaker phase entirely for a party or offsite.
Can I change the 90-day timeline?
Yes. Dates are scheduled automatically from the day you create the project, with event day landing at day 89. If your event is closer or further out, drag tasks on the Gantt chart or edit dates directly; the milestone moves with you and dependent work stays visible.
Does the template include a day-of run sheet?
The Day-of phase covers registration, session timekeeping, AV support, and the post-event survey and thank-you communications, and the volunteer briefing task in Logistics carries the run-of-show. Expand those tasks with subtasks and checklists in Onplana to build out your minute-by-minute schedule.
Start with the plan already built
Open the Event Planning template free and your phases, tasks, and milestones are scheduled before the kickoff meeting. No credit card, no time limit.