Essential templates to streamline your workflow, impress clients, and book more events—without spending a dime
As an event planner, you’re constantly juggling timelines, client needs, guest lists, vendors, and countless other key details—all while ensuring nothing falls through the cracks. Setting up effective questionnaires and documents is essential but can be time-consuming and require significant trial and error.
That’s why we’ve curated the best templates for you to use at every step of a project. Our collection includes every type of event planning template you’ll need in your event planning process—from catering questionnaires to comprehensive wedding planning templates, all the way to client investment guides, day-of coordination proposals, and much more.
The best part? They’re completely free.
Let’s take a closer look.
The best event questionnaires
Event Planner Catering Questionnaire
Give your clients exactly what they want with this comprehensive Event Planner Catering Questionnaire. This ready-to-use template collects all the essential information needed to create an exceptional menu for your clients.
This questionnaire captures critical details including dietary restrictions, guest counts, cuisine preferences, and service style options (buffet, plated, or family-style). Versatile enough for events of any size—from intimate gatherings to larger events like corporate functions.
The template features a sleek, professional design that’s easily customizable, allowing you to quickly personalize and share it with your clients.
Event Planner Floral Questionnaire
No more guessing or spending hours consulting with clients to create the perfect floral design—this template collects all the essential information in one place.
With carefully crafted questions about arrangement preferences, clients can easily specify their desired style (round and compact, loose garden-inspired, cascading, and more) and size requirements. The template is fully customizable, allowing you to add your own fields and showcase your most popular options for a streamlined consultation process.
Event Planner Music Preferences Questionnaire
Create the perfect atmosphere with music your clients will love by sending this simple, effective music preferences questionnaire before their event. There’s no better way to set the right mood and impress your clients from the start.
Music is deeply personal, and matching the right soundtrack to the right occasion shows clients you’ve gone above and beyond. The Event Planner Music Preferences Questionnaire helps you uncover musical tastes, collect specific song requests, and identify key musical moments throughout the event.
This questionnaire eliminates guesswork and provides a precise musical playbook to follow. Clients can indicate whether they need a specialized playlist, DJ services, live musicians, or a customized performance—all in one convenient place.
Clients can thoughtfully complete their responses without the back-and-forth of texts or emails, while you’ll be able to work confidently with music vendors to create the perfect soundtrack for your client’s most memorable moments.
Event Planner Pre-Event Questionnaire
Before the big day arrives, you need a complete picture of the event setup to ensure everything runs perfectly. The Pre-event Questionnaire captures all those seemingly minor details that actually have a significant impact on the celebration.
From determining the number of table markers needed to confirming whether cake knives are provided or if a wedding includes ring bearer pillows—having every detail documented makes it easy for you and your team to execute flawlessly.
Get everything in writing with this versatile, ready-to-use questionnaire, suitable for a wide range of events including weddings, corporate gatherings, social celebrations, and reunions.
The Pre-Event Questionnaire is fully customizable, allowing you to include specific details your business regularly handles, ensuring you always maintain a professional appearance with your clients.
Pro tip
Create several templates for the most popular types of events you plan. This way, you can be prepared to close more leads that come in regardless of what type of event they want.
The best event information templates
Welcome Guide for Event Planners
With an informational welcome guide, you immediately establish the tone for your services and the entire event planning experience. You’ll project trustworthiness and authenticity, giving potential clients confidence in your services and setting clear expectations.
This specific event information template communicates your entire process, communication preferences, and key timelines to all clients. Rather than exchanging countless emails, you can provide a single, comprehensive document that positions both you and your client for success.
Beyond setting expectations, this guide allows you to schedule appointments, meetings, and strategy sessions with just a few clicks. Clients can view your availability in a clean, professional format—eliminating the need for third-party scheduling tools or multiple emails to coordinate timing.
Start your client relationships on the right note with a template that clearly demonstrates how you’ll collaborate effectively throughout their event journey.
Event Planner Investment Guide
Close deals with an Event Planner Investment Guide that comprehensively addresses your client’s questions about services and costs. This event template is strategically designed to convert prospects into clients by presenting your offerings, pricing, and process in a polished, professional format.
At a glance, clients can review your most popular services, understand their benefits, and book directly from the template. You can easily customize it to highlight premium options such as photography packages or day-of coordination services.
This template goes beyond a simple pricing list—it’s a powerful sales tool that communicates the true value of your services. The pre-written copy effectively showcases your offerings in the best possible light, requiring only minor adjustments to align with your specific business.
As an added benefit, clients can schedule consultation calls directly through the guide by viewing your availability and booking time slots automatically. This streamlines the booking process and gives you a valuable opportunity to address questions and close deals with interested prospects.
Event Planner Day-Of Coordination Proposal
Increase your booking rate with an all-in-one Day-Of Coordination Proposal template. This comprehensive event proposal template streamlines your entire closing process, allowing clients to essentially book themselves.
The template presents your services professionally in a format designed for broad appeal. Once prospects select their preferred service package, they can review the complete proposal independently without requiring additional information from you.
When clients decide to proceed, the event proposal template automatically displays the invoice for their selected services. With just a few clicks, the entire process is complete and you’ve secured a new client. This is the ultimate conversion tool for event planners looking to transform inquiries into confirmed bookings.
By combining proposal, contract, and invoice into a single, intuitive document—this is the perfect template to help you eliminate friction in the decision-making process and spare clients the hassle of navigating multiple emails to secure your services.
The best event timeline templates
Event Planner Full Wedding Planning Timeline
To execute a successful event, comprehensive event timelines are not just a nice to have—but a must-have. And for weddings, having a comprehensive timeline is that much more essential.
This wedding planning timeline template provides an invaluable framework for organizing everything in the event schedule—from rehearsal dinners to first dances.
Keep everyone aligned by providing a detailed breakdown of how a wedding will unfold. The template features ready-to-use content that you can customize to guide clients through their perfect celebration.
With this resource, every wedding party member will know exactly when to expect ceremony cues, cocktail hour, dinner service, and speeches. You can easily add personalized timing notes and specific vendor instructions to ensure the celebration proceeds seamlessly.
Event Planner Day-Of Coordination Timeline
It’s one thing to manage schedules leading up to an event, but coordinating everything on the day itself can be chaotic. Without proper planning, you risk missing crucial event details like what the musical cues are or where people need to be at specific times.
You need a document that keeps both you and everyone else organized. A Day-of Coordination Timeline ensures everything falls right into place and keeps all participants synchronized.
This template breaks down how an entire event day will progress from start to finish, accounting for multiple parties including vendors, your team, guests, and key individuals. With this user-friendly resource, you can specify exactly where people need to be and when they need to perform their roles in real time.
And even better the template requires minimal editing unless you want to customize specific elements like ceremony cues or setup details. It’s versatile enough for various event types—weddings, fundraisers, networking events, corporate functions, or galas. Simply adjust the key activities throughout the day to make it relevant to your client’s specific event.
Consider this template your central communication plan for all participants, allowing you to share critical information without needing to be everywhere at once.
Get started with these event planning templates
To thrive as an event planner, you need a streamlined system of tools that works efficiently behind the scenes, allowing you to focus on creating exceptional experiences for your clients with your event planning process.
Each of these event planning templates is fully customizable to suit various events—from weddings and milestone celebrations to corporate functions and networking events.
Elevate your professionalism and organizational capabilities by downloading these intuitive templates today and discover how seamlessly you can achieve success in your event planning business.
For more, be sure to check out our template gallery.
