Hen and Stag Party Planner

Who this is for

The plan and the money for a hen or stag, on one sheet. An activities table works out the total from your own cost per head and the number going; a second table lists everyone invited, whether they are coming and what they have paid.

The friend or sibling who agreed to organise it, and who is now collecting money from a dozen people and trying to remember who has paid for what.

What this helps you track

• What is planned, when, who it is booked with and whether it is booked
• The cost per head you were quoted and the total once everyone is counted
• Who is invited, who has said yes and who has gone quiet
• What each person owes, what they have paid and what is still to collect

How to use it

1. Write who the party is for, the date, the place and your own name and number as organiser at the top.
2. List each activity — the booking, the meal, the transport, the accommodation — with the per-head cost you have been quoted and the number of people it is for.
3. The total column multiplies the two, and the activities total is worked out in the browser and the workbook; on paper, multiply and add.
4. Add everyone invited to the second table, tick coming when they confirm, and write each person's share once the total is known.
5. Enter payments as they arrive. The owing column and the summary show who still needs a nudge.
6. Tick booked against each activity when the deposit or booking is made, and keep the confirmations together.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

How do I work out each person's share?

Divide the activities total by the number coming, or split it however the group has agreed — the sheet takes whatever figure you write in the share column and compares it with what has been paid.

What if numbers change after something is booked?

Change the heads figure on that activity and the total follows. Whether the cost per head changes too is between you and the supplier, and the note column can record what they said.

Does the person the party is for pay?

That is the group's decision. If not, leave their share blank and split the total between the rest; if the group is covering them, add their cost to the others' shares.

Can I keep the plan private from the guest of honour?

The browser version saves in your own browser and nowhere else, so nothing is shared unless you print it or send the PDF.