School Event Planning Templates
Simplify School Event Planning with These Two Essential Tools
Planning a school event can feel overwhelming—so many moving parts, deadlines, and people to coordinate. Whether it’s a fundraising gala, student showcase, or family night, having a structured planning process is essential to keeping things organized and stress-free.
At Check Box Pro, we know that school staff are already juggling a lot. That’s why we’ve developed two essential tools to help streamline your event planning from start to finish:
A Google Form for proposing events to clarify details before approval.
A Google Spreadsheet for organizing event planning and managing projects effectively.
Step 1: Submit an Event Proposal
Before diving into logistics, it’s crucial to define the purpose and scope of your event. Our Google Form Event Proposal serves as a structured way for school staff to outline key event details and ensure alignment with school leadership.
The proposal form asks:
What’s the goal of the event?
Who’s responsible for organizing it?
When and where will it take place?
Who needs to be informed? Parents, students, staff, community members?
How will it be communicated? Email, flyers, social media, robocalls?
What budget considerations are involved?
This ensures all necessary approvals are obtained before planning begins, reducing last-minute surprises and miscommunications.
Step 2: Plan and Track Your Event with Our Spreadsheet
Once your event is approved, it’s time to get into the details. Our Google Spreadsheet Event Planning Tracker acts as a project management hub, helping you stay on top of:
Task assignments: Clearly define who is responsible for what.
Deadlines: Track key dates for invitations, set-up, clean-up, and follow-ups.
Supplies and logistics: Make sure nothing gets overlooked.
Contingency plans: Identify potential challenges and prepare backup strategies.
This spreadsheet ensures accountability by giving your team a centralized plan that everyone can refer to, preventing overlooked details and last-minute scrambling.
Bringing it All Together
By using these two tools together, schools can simplify the event planning process, improve communication, and create well-organized events with less stress. The Event Proposal Form ensures that every event is thoughtfully considered before being scheduled, while the Event Planning Tracker keeps your team on track with clear action steps and deadlines.
Planning a school event? Start with these free tools today and experience the difference of a streamlined, stress-free process.
