10 Free Notion Event Planning Templates for Easy Organization

Events bring people closer and open doors for new opportunities.

In fact, nearly 90% of marketers believe events help their company stand out from competitors, while 89% see them as critical for business growth.

But creating successful events takes more than enthusiasm. With the right event planning template, you can stay on top of the small details and make the whole process feel lighter.

In this article, we’ll walk through the top Notion event planning templates that can help you manage your events successfully.

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The Best Event Planner Templates at a Glance 

Here’s a summary of all the Notion and ClickUp event planning templates we’re featuring: 

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What Makes a Good Notion Event Planning Template?

That G2 review sums it up well. A good Notion event planning template works as a single home for everything you need, from big-picture goals to the tiniest logistics.

Here are some characteristics you should look out for:

• ✅ Timeline and checklist to keep tasks and deadlines clear from start to finish
• ✅ Budget tracker to monitor spending and stay in financial control
• ✅ Vendor management to organize contacts, quotes, payments, and contracts
• ✅ Guest management system to track RSVPs, preferences, and seating
• ✅ Central hub to store notes, documents, and links in one accessible place

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10 Free Notion Event Planning Templates

From conferences to weddings to small gatherings, the right template can take away the stress of remembering every little detail. Here are some free Notion event planning templates to keep track of details and stay on schedule.

1. Events Calendar by Notion

Notion’s Events Calendar template gives you a shared calendar where you can lay out upcoming events and add all the key event details like dates, times, and RSVP links.

What makes it stand out is the way it doubles as a communication space. You can attach documents, add quick notes, or share links right inside the calendar. 

🌻 Here’s why you’ll like this template:

• Share event details across the team in one simple space
• Plan workshops, off-sites, or community sessions with clear visibility
• Map out conference event dates and RSVPs
• Build a record of past events to guide future planning

2. Holiday Gift Planner by Notion

In Home Alone 2, Kevin carefully plans out his toy store shopping trip, making sure he knows exactly what he needs before he goes. Had his family planned their holiday with the same care, they could have avoided the airport chaos.

The Holiday Gift Planner by Notion helps you do just that.

This template makes gift-giving less of a scramble and more of a thoughtful process. You can log gift ideas throughout the year, keep track of budgets, and mark off purchases as you go.

This event planning template is exactly what you need to remember the finer details: from a friend’s favorite color to a colleague’s hobby, everything is remembered and ready when you need it.

Additionally, you can set reminders for online orders, track shipments, and customize categories to match your style, whether you shop months in advance or thrive on last-minute finds.

🌻 Here’s why you’ll like this template:

• Track everyone on your list, from family and friends to coworkers and clients
• Organize gift ideas with notes on preferences, allergies, or hobbies
• Plan for multiple holidays or occasions in one central spot
• Set reminders for shipping deadlines and stay on top of deliveries

3. Event Budget Planner by Notion

Prices have been creeping up everywhere. For anyone planning an event, rising inflation means that venues, catering, and supplies often cost more than expected.

The Event Budget Planner by Notion is built to give you peace of mind in times like this by helping you plan responsibly so the celebration never outpaces the budget.

This ultimate event planner template brings structure to one of the trickiest parts of event planning: the finances. You can log expenses, categorize them, and track payments, all while seeing automatic rollups that calculate remaining budgets.

What makes it useful is how it scales. Whether you are planning a product launch, a wedding, or a fundraiser, this event budget planner helps you balance ambition with practicality.

🌻 Here’s why you’ll like this template:

• Track budgets for multiple events in one organized space
• Log expenses with categories, amounts, and payment status
• Calculate totals and remaining funds with automatic formulas
• Keep all financial details connected to the wider planning process

4. Aesthetic Birthday Planner by Notion

Nearly one in four adults looks forward to birthdays more than any other yearly event.

It makes sense. Birthdays give us a reason to pause, gather with people we care about, and celebrate in a way that feels personal.

The Aesthetic Birthday Planner by Notion is built to help you bring that joy to life. This template blends charm with practicality. You can plan food, activities, guest lists, and the perfect venue setup in one place, all in a layout that feels stylish and uplifting.

What makes this Notion template special is how easy it is to personalize. Whether you are hosting a big party or a quiet dinner, you can adjust the sections to match your vision.

🌻 Here’s why you’ll like this template:

• Organize guest lists with notes on preferences or special needs
• Plan food, decorations, and activities in one accessible format
• Keep track of budgets while still adding thoughtful touches
• Save event photos and memories alongside the plan for future inspiration

5. Half Marathon Training Tracker by Notion

There’s a bigger shift happening in running these days. Many runners now prefer training with others or sharing their progress on social apps instead of going it totally alone.

Just look at the Strava fridge trend that took over social media, turning training into something people share as much as they track.

The Half Marathon Training Tracker by Notion fits right into that vibe by giving you a clear, shared structure for your race goals.

This template supports you through an 8-week program originally built for the Berlin Half Marathon, but it’s flexible enough for any race or routine. It balances runs, rest days, and mileage goals while keeping everything visible in one clear view.

The best part is that you can log distances, track weekly gains, and even journal after each run. There is also a cheering plan to organize support from friends on race day, which adds a thoughtful human touch.

🌻 Here’s why you’ll like this template:

• Follow a clear 8-week plan with runs, rests, and progress markers
• Track mileage and weekly gains to see improvement over time
• Reflect on each training session with notes in your running journal
• Organize a cheering plan so your supporters know when and where to be

6. Community Events by Notion

Community gatherings have been making a comeback. In fact, apps like Meetup reported a surge in sign-ups (totalling over 60 million registered users!) for local events as people looked for ways to rebuild offline connections.

The Community Events template by Notion gives you a clear way to capture that energy and showcase the people who make each gathering special.

This template is simple yet powerful. You can highlight participants, list their roles, and link to their profiles so everyone knows who is involved.

Instead of focusing only on logistics, it celebrates the people at the heart of an event. You can include company names, social handles, and personal details that turn a list of attendees into a living directory.

🌻 Here’s why you’ll like this template:

• Showcase participants with roles, organizations, and links in one space
• Use it for community fairs, student events, or professional meetups
• Help attendees connect through shared interests before and after the event
• Create a record of past events that highlights the people who made them possible

7. Event Plan by Notion

In The Hunger Games, every arena is designed down to the last detail, from the layout of the landscape to the timing of the challenges. No detail is overlooked. The Event Plan template by Notion takes that same level of structure and applies it to real-world gatherings.

This template guides you through the planning process step by step. You can capture all the essential event details, from setting goals and defining the target audience to creating a complete event schedule.

What makes this event template especially valuable is how deeply it covers logistics. You can plan the venue setup, track budgets, list equipment needs, and even outline marketing and promotion strategies.

🌻 Here’s why you’ll like this template:

• Define goals, audience, and schedule in one structured space
• Allocate and track budgets with clarity and ease
• Plan venue setup, catering, equipment, and transportation
• Outline marketing and promotion strategies to ensure a successful event

8. All-in-one Christmas Planner by Notion

It’s two days before Christmas, the kids’ school holiday concert is tomorrow, the office potluck is the next day, and you just realized you forgot to buy wrapping paper. That frantic dash to Target at 9 pm is a familiar story for many families.

The All-in-One Christmas Planner by Notion helps you avoid those stressful last-minute scrambles so you can actually enjoy the season.

This template helps you keep track of everything in one organized space. You can list gift ideas, manage shopping lists, and build a calendar that spreads out your holiday tasks.

Instead of rushing through crowded stores or forgetting important items, you can move through the season with ease and confidence.

🌻 Here’s why you’ll like this template:

• Collect and organize gift ideas for family, friends, and colleagues
• Plan festive meals and track groceries alongside recipes
• Use weekly and monthly calendars to avoid last-minute stress

9. The Wedding Planner Hub by Notion

But can it survive wedding planning?

Jokes apart, planning a wedding is more often than not exhausting. But the Wedding Planner Hub by Notion helps take that weight off, so the journey feels joyful.

This template is designed to simplify the planning process without losing any of the joy. You can keep track of venues, budgets, decor, and music all in one place while also storing your inspirations.

Instead of stressing over essential logistics, you can use it to delegate tasks, manage guest lists, and focus on crafting unforgettable events.

🌻 Here’s why you’ll like this template:

• Manage budgets, contracts, and vendor details in one hub
• Organize guest lists and keep track of RSVPs with ease
• Collect inspiration for decor, outfits, and music all in one place
• Plan essential logistics like venue setup and catering without losing track

10. Simple Party Planner/Hosting by Notion

There is a famous line in The Office where Andy says,

The Simple Party Planner/Hosting template by Notion helps you create those moments with less stress and more intention.

This template brings everything for hosting into one calm and clear space. You can set up invitations with RSVP links, organize the menu, track drinks and decor, and make sure the budget feels right.

🌻 Here’s why you’ll like this template:

• Create invitations and track RSVPs in a simple, shareable way
• Plan food, drinks, and decor in one organized space
• Manage guest lists and keep an eye on the party budget
• Adjust the template easily for gatherings, big or small

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Notion Limitations

“Disappointed.”

That’s how one user described their experience with Notion, saying that

Notion isn’t without its flaws, and it’s worth keeping these in mind before relying on it as your main planning tool:

• The learning curve can feel steep, especially for beginners who just want something simple and ready to use
• Offline support remains limited, making it harder to work without a steady internet connection
• AI features are promising but still underwhelming compared to competitors, especially when it comes to accuracy and ease of use
• Collaboration can be inconsistent, with teams struggling to keep layouts and views in sync across pages
• The interface can feel overwhelming, with too many options that sometimes slow down productivity rather than speed it up

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Alternatives to Notion Templates

One of the biggest challenges teams face today is work sprawl. Tasks get assigned in one tool, whereas teams work on three other platforms. Naturally, this fragmentation eats away at time and energy.

Notion, while flexible, doesn’t fully address work sprawl. Its lack of consistent process management, offline support, and seamless integrations means details often drop.

ClickUp was designed to bridge these gaps. As a Converged AI Workspace, it reduces sprawl by bringing tasks, docs, goals, chat, and automation into a single connected system.

Let’s look at some of its templates and features to understand how it makes managing events and projects far easier.

1. ClickUp Event Project Brief Template

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They say the first impression is the last impression, and it couldn’t be truer for events. If the vision is unclear at the start, the planning becomes messy.

The ClickUp Event Project Brief Template helps set that first impression right by pulling all the essential details into one place from the very beginning.

With this template, you can outline your event goals, capture the must-know details like dates, venues, budgets, and attendee numbers, and make sure everyone involved has the same understanding. It turns the initial planning stage into a clear roadmap that the whole team can follow with confidence.

🌻 Here’s why you’ll like this template:

• Define objectives and align stakeholders in a single shared document
• Capture event details such as budgets, locations, and schedules without losing track
• Assign responsibilities and monitor milestones in one connected workspace
• Keep conversations, files, and updates tied directly to the plan

2. ClickUp Large Event Planning Template

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Taylor Swift’s Eras Tour became the first to ever cross the one billion dollar mark. Just think about the amount of planning it must have taken to pull off something that big.

Of course, most of us aren’t organizing stadium tours, but even smaller events can feel overwhelming without the ClickUp Large Event Planning Template.

This template lets you set your budget, build a timeline, and assign tasks across your team with clarity. You can plan every layer of the event, from securing venues to managing vendors. 

Meanwhile, the ClickUp Gantt Charts View makes it easy to see deadlines at a glance, while the event brief and meeting minutes keep all discussions documented and accessible.

Additionally, you can track progress, update statuses, and share key information in one place. It takes the uncertainty out of large-scale planning and gives you confidence.

🌻 Here’s why you’ll like this template:

• Assign responsibilities to team members and monitor progress across views
• Track budgets, logistics, and resources to prevent costly mistakes
• Use event briefs and meeting minutes to keep stakeholders updated

3. ClickUp Event Budget Template

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Remember the movie Father of the Bride, where Steve Martin’s character nearly lost his mind over balloon costs and hot dog buns? Big or small, that’s what happens when budgets spin out of control.

That’s where the ClickUp Event Budget Template becomes your safety net.

This template lets you set a realistic budget, track every expense, and see the big picture before surprises sneak up on you. You can plan for catering, venues, equipment, and décor in one organized space while keeping a close eye on how much you’ve already spent.

You can break down costs, update statuses, and adjust your plan without becoming lost in scattered spreadsheets thanks to the built-in views.

🌻 Here’s why you’ll like this template:

• Set clear budgets for catering, venues, and vendors to stay within limits
• Spot cost savings early and prevent unnecessary overspending
• Keep stakeholders in the loop with accurate, real-time expense tracking

4. ClickUp Event Management Template

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Picture this: you’re organizing a product launch for your startup. The venue is booked, but the catering team still needs final numbers. Meanwhile, your CEO is asking for a polished run-of-show by tomorrow.

Managing so many moving parts without a centralized system is nearly impossible.

The ClickUp Event Management Template gives you a single hub. You can set goals, build timelines, assign tasks, and keep budgets under control. With views like Maps, Lists, and Timelines, you’ll have a clear picture of progress and logistics.

Whether it’s a launch, a conference, or an internal offsite, this template makes sure your team can focus on creating a fantastic experience rather than chasing down updates.

🌻 Here’s why you’ll like this template:

• Stay on top of every task and deadline with clear timelines
• Assign responsibilities to team members and track their progress in real time
• Collaborate easily with vendors, staff, and stakeholders

💡 Pro Tip: When you’re managing an event, the smallest details can slip away in the shuffle. One late update from a vendor, or a missed note from a planning call, can snowball into last-minute panic. That’s where ClickUp Brain feels like an extra teammate.

With ClickUp Brain, your meeting notes turn instantly into tasks, agendas, and follow-ups. You can ask it questions like “What changed in our catering plan this week?” and it will pull the answer from your workspace in seconds. 

On average, teams save about 1.1 days every week by letting Brain handle the busywork. That’s time you can put back into creative planning or just catching your breath.

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5. ClickUp Events Planning Document Template

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52% of event planners say boosting attendance is their biggest hurdle, more than venue issues or production concerns. That tells you how easy it is for people to register, but few actually show up.

Getting registered attendees to actually show up takes careful planning behind the scenes. That’s where you need the ClickUp Events Planning Document Template.

Instead of hunting through emails or sticky notes, you can use built-in checklists to tick off tasks as they’re completed. That way, whether it’s securing permits, confirming the sound system, or managing catering, you have one clear place to track it all.

This event planning checklist is especially useful for collaboration. Team members can comment directly on sections and update task statuses.

🌻 Here’s why you’ll like this template:

• Centralize key event details like venue, catering, and entertainment in one doc
• Assign responsibilities so each person knows their role clearly
• Document approvals, updates, and notes for easy stakeholder alignment

💡 Pro Tip: Capture updates 4X faster with Talk to Text

Don’t let venue walk-through notes or post-call action items disappear. ClickUp’s Talk to Text turns your voice into polished tasks, emails, or doc updates—anywhere your cursor is. Just speak naturally and let AI handle formatting, links, and @mentions.

Example: Say, “Create task: Confirm AV vendor by Friday. Assign to Priya. Add checklist—4 handheld mics, 2 lapels, HDMI splitter, stage monitor test. Link the run-of-show and yesterday’s meeting notes.” → Talk to Text creates the task, inserts the checklist, and auto-links the right docs.

Planning on the go? Dictate follow-ups right after a site visit and keep momentum without typing.

6. ClickUp Event Marketing Plan Template

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In the last few years, many companies cut marketing budgets by 10% to 20%, while the average cost per click increased significantly. That squeeze means every campaign has to work harder and stay tightly organized to deliver.

The ClickUp Event Marketing Plan Template helps you do that by turning ideas into a clear plan you can follow day to day.

Start by writing your event goals and the audience you want to reach. Add the key event details you’ll promote, like date, time, venue, and registration links. Map your channels in a calendar so posts and emails land at the right moments.

You can also track budgets by channel to see where money is going and quickly shift if something is not working. Watch results as they come in so you can repeat what boosts attendee interest and pause what does not.

🌻 Here’s why you’ll like this template:

• Outline goals, audience, and messaging so communication of key event details stays consistent
• Plan a simple schedule across email, social, and partners to drive successful event promotion
• Track budgets and results by channel so you can adjust early and protect your spending

💡 Pro Tip: When campaigns and event promotions start to pile up, finding answers buried in spreadsheets, emails, and project boards wastes valuable time. ClickUp Brain Max acts as your AI command center by pulling information from across ClickUp and your connected tools into one place. You can speak or type questions naturally, and ClickUp Brain Max will return clear, cited answers.

Imagine asking ClickUp Brain Max to show last week’s registrations, summarize which channels performed best, and suggest where to reallocate budget. Instead of searching manually, you get a clean snapshot with supporting details and even a draft action plan you can refine with your team.

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7. ClickUp Event Promotion Template

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Think about how fast something can go viral on TikTok or Instagram. One clever post or catchy reel can bring thousands of eyes to a product or even a local pop-up in a matter of hours.

That same kind of energy is what event promotion needs, and the ClickUp Event Promotion Template helps you get there.

You can set goals for your event, outline the promotion timeline, and assign tasks for social posts, press outreach, or influencer coordination. Every asset, from poster drafts to email copy, can be stored with its related task, so your team always knows where to look.

Now, instead of scrambling to check multiple spreadsheets and chat threads, you have one space to monitor performance and make adjustments on the go.

🌻 Here’s why you’ll like this template:

• Create a clear timeline for event promotions across channels
• Assign tasks for social posts, influencer outreach, and press coverage
• Keep design files, copy, and approvals attached to tasks for easy access

8. ClickUp Event Project Plan Template

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That rings especially true when it comes to planning events, where the magic guests see is really the result of detailed preparation behind the scenes.

The ClickUp Event Project Plan Template gives you the structure to bring that preparation to life. You can map out every stage of your event with clarity, assign responsibilities across your team, and keep track of vendors, budgets, and logistics all in one workspace.

With Timeline, List, and Calendar Views, it’s easier to spot what needs attention and when. Instead of scrambling, you get to move forward with calm confidence that everything is accounted for.

🌻 Here’s why you’ll like this template:

• Build timelines that show every stage of the event process
• Assign tasks and responsibilities with due dates for accountability
• Track budgets, vendors, and logistics using Custom Fields

9. ClickUp Simple Event Plan Template

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Picture this: you’re planning a graduation party for a close friend. The guest list continues to grow, someone suggests a new caterer, and suddenly you realize you’re tracking everything in three different apps.

That’s when the stress really kicks in.

With the ClickUp Simple Event Plan Template, you can track the venue, budget, guest list, and even the small details like décor or music without losing sight of the big picture. 

The template includes flexible views such as List, Board, and Calendar, so you can choose the setup that matches your style.

Plus, you have all these pre-saved lists for activities, facilities, and billing that make it even easier to stay on top of things. And when it’s time to share updates, ClickUp Docs allows you a collaborative space to capture sponsor info, vendor agreements, or just notes from team discussions.

🌻 Here’s why you’ll like this template:

• Organize venues, budgets, and guest lists in structured views
• Switch between List, Board, and Calendar layouts depending on your workflow
• Add key details with Custom Fields and track progress with statuses

10. ClickUp Advanced Event Plan Template

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PwC found that 98% of companies say digital tools have improved end-to-end visibility in their operations. That’s almost everyone, and it tells us something important.

The bigger and more complex the operation, the more you need a single source of truth to keep all moving parts visible. Planning large events works the same way.

The ClickUp Advanced Event Plan Template is built to give you that visibility. You can book venues, manage catering, and coordinate guest lists, all while keeping budgets in check.

With multiple views, Custom Fields, and over two dozen statuses, it allows you to build a full picture of your event from start to finish.

No matter what you have on your plate—a conference with multiple breakout sessions or a series of corporate roadshows—this template lets you monitor progress.

🌻 Here’s why you’ll like this template:

• Manage every layer of event planning with 29 custom statuses for detailed tracking
• Use automations to streamline repetitive tasks like reminders or vendor check-ins
• Visualize timelines with six built-in views, including Calendar and Gantt charts
• Track budgets and payments with Custom Fields designed for real-time updates

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Rise to the Occasion With ClickUp 

Let’s not kid ourselves. Planning an event is intense.

There are budgets to balance, timelines to track, guests to manage, and the constant worry of forgetting something small that turns out to be big.

And that’s why you need the right tools. ⚙️

When you look at all the options out there, ClickUp quietly stands apart. It doesn’t just hand you a calendar or a checklist and walk away. It gives you structure when you need clarity, flexibility when plans inevitably shift, and one single space where your whole team can see the bigger picture.

And here’s the best part—ClickUp templates make planning feel approachable.

Whether you’re managing conferences or organizing parties, you’ll have all the essential information in one place. That means less stress, more confidence, and a planning process that actually feels enjoyable.

If you’re ready to make your next event smoother, calmer, and a little more fun to plan, sign up on ClickUp for free!

Everything you need to stay organized and get work done.

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