EVENT LOGISTICS MASTER SHEET
EVERY DETAIL OF YOUR EVENT, FINALLY IN ONE PLACE
Every event has a hundred small things that have to be tracked, and they rarely live in one place. This is where they finally do. Plan it, build it, and walk into your event knowing exactly where everything stands.
YOU SET THE VISION FOR YOUR EVENT. THEN comes everything underneath it
The rooms, the timing, the who’s doing what. You’re the one who knows which room the keynote is in, who’s running registration, whether the AV team has the right slide deck, and what time catering sets the breakfast. When something needs answering, it comes to you, because you’re the only place all of it comes together.
And it works. It works because you hold it together. But holding it together is its own full-time job, and it’s the one nobody sees.
You’ve earned the right to show up to your own event as the leader, not the person everyone comes to with questions.
What changes when every detail has A home
Your team stops asking you where things are because they can open the sheet and see for themselves. And when your caterer or venue needs their piece, it’s already pulled together on its own page, ready to send. The questions that used to land in your inbox get answered before they reach you.
The morning of your event, you’re not relying on memory. It’s written down, in order, so that anyone can follow it.
An event day that runs without a scramble is something you build ahead of time. This is one of the pieces that builds it.
Everything in one place
A built-out spreadsheet that holds every detail of your event in one place, then sorts it for the people who run the day.
Seven daily pages
Map every session, setup, meal, and movement, with room for AV, catering, staffing, and slide tracking.
1
An admin tab that does the work once
Enter your rooms, venues, speakers, and team one time. They fill into dropdowns across every page.
2
A daily snapshot that builds itself
Pick any day and see the whole day laid out in order, clean enough to share or print.
3
Four team pages that pull themselves together
Each one gathers its part across your whole event into one running list.
4
A demo version to look at
A separate copy filled in with a full conference, so you can see how it works.
5
THE PART THAT SAVES YOU HOURS
Four pages that build themselves
Fill in your days once. Then each part of your event has its own page: catering, AV, venue, and staff, pulling everything for that group across your whole event into one running list. No assembling. No five different versions of the same list.
CATERING
Catering
All the food across your event, with the full menu detail. Ready to share with catering.
PRODUCTION
Production
Every session with tech and production needs, so your AV team sees their world.
VENUE
Venue
All the room and setup requirements, ready to send to your venue contact.
STAFF
Staff
Every assignment across the event in one view, so everyone knows who’s on what and where.
Three steps to a fully organized event
1
Set it up once
Add your rooms, people, and event details to the admin tab.
2
Map your days
Fill in each daily page using the dropdowns.
3
Let the pages sort themselves
Each team page pulls its part together automatically. Catering sees all the food. AV sees all the tech. Staff sees every assignment
For the host who’s polished on the outside and stretched behind the scenes
This is for you if you host retreats, conferences, summits, or multi-day live experiences, and you’re tired of being the one that everything comes back to.
It’s for the host who holds a high standard alone and wants the backstage to match the front of house.
If you’ve tried free templates that didn’t fit your event, or built your own from scratch and never quite finished, this is the starting point you didn’t have.
Built the way I run events for my own clients
After 15+ years backstage at retreats, conferences, and executive events, I know what it’s like to be the only one holding all the pieces.
I also know how much lighter the day feels when the details are sorted, and everyone can see their part. That’s what this sheet does.
Event logistics master sheet
Every detail of your event in one place, sorted for the people who run it.
Seven built-out daily pages
Admin-driven dropdowns and auto-fill
A daily snapshot that builds itself
Four pages that gather catering, AV, venue, and staff across your whole event
A demo version to see how it all works
Yours to use for every event you host
$97
Digital product. Delivered straight to your inbox after checkout.
Good to know
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It’s a digital product. After you check out, you’ll get an email with everything you need, usually within about five minutes.
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You fill in your daily pages once. The catering, AV, venue, and staff pages each read those pages and pull their part together across your whole event. You don’t build them, they fill in on their own.
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It’s built for Google Sheets, so you can make your own copy and get going with a free Google account.
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It’s a template, just a built-out one that’s already set up to sort your event for you. There’s nothing to sit through. You make a copy and fill in your own details.
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Yes. Just make a fresh copy for each event you host.
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The demo is a large conference, but the structure works at any size. Use only the pages you need, and the team pages still work whatever you put in.
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Since it’s a digital product that’s delivered right away, all sales are final. If you have any questions before you buy, reach out anytime at hello@ariellejones.com. I'm glad to talk it through with you.