Party Planner Template (Printable PDF & GoodNotes)
Two pages for planning a party. The event overview has lines for the occasion, guest of honour, date, time, venue, address, theme, colours, guests expected and total budget, plus boxes for the vision and the must-haves. The party countdown is a checklist from 8 weeks before to the day itself.
- Printable US Letter8.5 × 11 in, white paper
- Printable A4210 × 297 mm, white paper
- iPad / GoodNotesAlso Notability and Noteshelf
- E-ink tabletreMarkable, Kindle Scribe, Boox
Free PDF, 2 pages, undated. No sign-up needed.
Shown for iPad in the Pastel Rainbow theme. Printable downloads use white paper (there's a dark mode preview below); the e-ink version is black and white.
2 pages, ready to fill in.
- Page 1, Event Overview: Write-in lines for occasion, guest of honour, date, time, venue, address, theme, colours, guests expected and total budget; boxes for the vision and must-haves
- Page 2, Party Countdown: Boxes for 8 weeks before, 6 weeks before, 4 weeks before, 2 weeks before, 1 week before and day before & on the day
- Undated, so you can print or duplicate it as often as you need
Who it's for
Parents planning children's birthdays, hosts of milestone birthdays, showers and graduations, and anyone planning an event without an event planner.
Getting the most from a party planner.
Fill the overview first
Date, venue, guest count and budget decide most other choices. Get them on paper before booking anything.
Write the vision in a few words
"Relaxed garden lunch", "80s disco", "cosy tea party". The vision keeps decorations, food and music consistent.
List the must-haves
The three or four things that would make it feel right, like a certain cake or a photo booth. If the budget is tight, protect these.
Follow the countdown
Book the venue at six weeks, invitations at four, chase RSVPs at two. Ticking a few things each week avoids a last-minute rush.
Remember the last item
The final box ends with "enjoy it". Hand the day-of jobs to someone else if you can.
Delegate on the day
Write names next to day-of jobs like greeting guests, music, food and photos. Hosts who delegate actually get to enjoy their own party.
Included in 9 planners
This template is a page in each of these planners. Open one to see everything else that comes with it.
Get it inside a full hyperlinked planner
The party planner includes this page alongside dated month and week pages for your year, with side tabs and links between every page. Pick your device and theme, preview it free, and pay only when it's right.
- Dated pages for the whole year
- Tap a tab or a date to jump there
- GoodNotes, Notability, Samsung Notes, e-ink and print sizes
Opens the party planner with the Party & Events section switched on.
Or read about the party planner first.
What kind of parties is it for?
Birthdays, showers, graduations, anniversaries, holiday parties and kids' parties. The overview and countdown work for any event.
What's on the party countdown?
Tasks for 8, 6, 4, 2 and 1 week before, and the day before and on the day: budget, date, guest list, theme, venue, entertainment, invitations, cake, menu, RSVPs, decorations, confirming vendors, shopping and set-up.
Can I plan a surprise party with it?
Yes. Keep it in a private notebook, and use the guest of honour line for the person being surprised.
What's in the party planner?
Event overview, countdown, budget, guests and RSVPs, menu and drinks, shopping list, decorations, vendors, day-of timeline, photo shot list and gift tracker.
