Halloween Party Planner

Who this is for

Costumes, food and guests in one place. List everything the party needs by category with what it costs and who is sorting it, keep the guest list with costumes and replies, and the planner totals the cost and works it out per guest.

Parents and hosts putting on a Halloween party, a trick-or-treat evening or a spooky sleepover, and anyone organising one for a class, club or street.

What this helps you track

• Every costume, decoration, food, game and sweet item, with its cost
• Who is sorting each item and whether it is bought or done
• The guest list with costumes and who has said yes
• The total cost and the cost per guest
• How many items are still outstanding

How to use it

1. Write the date, the venue, the number of guests and the host at the top.
2. List everything the party needs, choose a category for each, and write who is buying or doing it.
3. Enter costs as you spend and tick each item bought or done.
4. Fill the guest list with costumes and tick coming as replies arrive; the totals and cost per guest are worked out in the browser and the workbook.
5. Check the items outstanding figure the day before, and keep a note of sweets for trick-or-treaters at the door.

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 is cost per guest worked out?

The total of the cost column divided by the number of guests you enter in the header. Update the guest number once replies are in so the figure reflects who is actually coming.

Can I plan trick-or-treating as well as a party?

Yes. Put sweets for the door and anything for the walk, such as torches or reflective bands, in the items list under sweets or other, and add the route to the notes.

What about allergies?

Ask when you invite and note them in the guest list. Check sweet and food labels yourself; the planner holds your notes but does not give dietary advice.

How is this different from the birthday party planner?

It is built around the Halloween categories of costumes, decor, games and sweets, records each guest's costume, and works out cost per guest in the workbook.