Planners
Party & Event Planner
One-page printable party planner: event details, guests, to-do, shopping, menu and running order.
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What this tool does
Print a single-page planner that holds every moving part of an event. Fill in the event name, date, time, venue and an optional budget at the top, jot the guest count in its own card, then work through the to-do checklist, shopping list, menu and a time-by-time running order. It keeps a birthday, dinner party, baby shower or classroom celebration organised on one sheet you can pin to the fridge.
Free downloads
Ready-made Party & Event Planner printables — free PDF downloads
No setup needed — download these print-ready party & event planners as free PDFs. Each one was made with the generator above, so you can recreate or fully customize any of them.
Party & Event Planner
Print-ready party & event planner as a free PDF — made with the generator above so you can tweak and reprint.
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Customize your event planner
With budget field · A4
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The actual PDF, updated as you change settings.
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Everything for one event on a single printable page
The party & event planner puts the whole event on one sheet: a details block for the name, date, time and venue, a guest-count card, a to-do checklist with tick boxes, a shopping list, a menu box and a time-by-time running order. Print it, pin it up, and cross things off as you go.
It is deliberately generic — a birthday, a dinner party, a baby shower, an office leaving-do or a classroom celebration all fit the same layout. Turn the optional budget field on or off, pick A4 or US Letter, and print at 100% scale.
Why plan an event on paper?
Event planning lives in a dozen places — a note here, a text thread there, a mental list of things you keep forgetting. A single sheet pulls it together so nothing slips. Use it for:
- kids' birthday parties — guests, party bags, cake, games
- dinner parties and gatherings — menu, shopping, timings
- baby and bridal showers — decorations, food, activities
- classroom celebrations — supplies, snacks, running order
- small office events — leaving-dos, team lunches, milestones
Paper does not need a login, never runs out of battery, and everyone helping can read it at a glance on the counter.
What each section is for
Event details
The header block: event name, date, time and venue, plus an optional budget line. This is the who-what-where-when that anchors the rest of the sheet.
Guest count
A small card to track invited, RSVP-yes and kids numbers — the figures that drive how much food, seating and party favours you need.
To-do checklist & shopping list
Two tick-box columns: one for tasks (book venue, send invites, order cake) and one for things to buy (decorations, drinks, candles).
Menu & timeline
A menu box for food and drink, and a timeline column pairing times with what happens — 2:00 guests arrive, 2:30 games, 3:00 cake.
What you can customise
- Page title: default "Party & Event Planner" or rename for a specific celebration
- Budget field: show or hide the budget line in the event-details block
- Paper size: A4 or US Letter PDF
The checklist, shopping, menu and timeline rows are pre-spaced for comfortable handwriting, so there is nothing to fiddle with — set the title, decide on the budget line, and print.
How to use the tool
- Enter a title or keep the default.
- Toggle the budget field on or off.
- Choose A4 or US Letter.
- Click Download and preview the sheet.
- Print at 100% scale.
- Fill in the details, then work through the checklists as the day approaches.
Worked example: a 6th birthday party
Details: Event — "Mia's 6th Birthday", Date — Saturday 12 July, Time — 2–4pm, Venue — village hall, Budget — £120. Guest count: 14 invited, 11 RSVP-yes, all kids. To-do: book hall, send invites, order cake, pack party bags, charge camera. Shopping: balloons, paper cups, juice, candles, prizes. Menu: sandwiches, fruit, crisps, cake, squash. Timeline: 2:00 arrive, 2:15 games, 3:00 food, 3:30 cake, 3:45 party bags. One sheet, whole party.
Notes and limitations
- This is a printable worksheet, not a fillable PDF — you write on it by hand.
- It is a one-page overview; a very large event may want one sheet per area (catering, decor, logistics).
- Print at 100% scale so the boxes and lines stay aligned on the page.
- Keep the filled sheet visible — on the fridge or a clipboard — so helpers can follow it.
Related planner printables
FAQs
Quick answers
What kinds of events is this planner for?
Any small-to-medium event — kids' birthdays, dinner parties, baby and bridal showers, classroom celebrations and small office gatherings. The layout is deliberately generic so it fits them all.
Can I hide the budget field?
Yes. Toggle "Show budget field" off and the Budget line is removed from the event-details block, leaving just event, date, time and venue.
Is this a fillable PDF?
No — it prints as a clean worksheet you fill in by hand. That keeps it universal, works offline, and needs no PDF editor.
How many to-do and shopping items fit?
Each checklist column has about nine tick-box rows, and the menu and timeline boxes have room for around nine lines each — enough for most events on a single page.
What is the timeline box for?
It is a running order: pair a time with what happens at it — guests arrive, games, food, cake — so the day flows without you having to remember the sequence.
What paper sizes are supported?
A4 and US Letter. Choose your size before downloading and print at 100% scale so the boxes stay aligned.
Can I rename the planner for a specific party?
Yes. Change the title field to something like "Mia's 6th Birthday" and it prints as the heading at the top of the sheet.
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