Event Planning Tracker Template — Live Days Until Event Countdown Plus Budget Remaining Across Linked Vendors and Tasks

Event planning lives or dies on two numbers: how many days until the event and how much budget is left. In most event tracking spreadsheets, both require manual calculation. Someone counts calendar days. Someone else adds up vendor invoices and subtracts from the total. By the time the numbers are current, they are already wrong.

The OpenSource AI Pro Event Planning Tracker replaces the manual math with formula-driven automation. A live Days_Until_Event countdown updates every day. A Budget_Remaining rollup subtracts all linked vendor and task costs from the event budget in real time. Task overdue flags catch slipping deadlines before they cascade. Self-hosted on Baserow, zero per-seat pricing, unlimited planners and coordinators.

Key Features

• Live Days_Until_Event Countdown — A formula calculates the exact number of days between today and the event date. Open any event record and see the countdown without mental math. The number updates daily, keeping urgency visible at all times.

• Budget_Remaining Rollup — Every vendor payment and task cost linked to an event rolls up into a total spent figure. The Budget_Remaining formula subtracts total spent from the event budget. Overspend is impossible to miss because the number goes negative the moment it happens.

• Task Overdue Flags — Each task has a due date and a status field. A formula flag marks tasks as overdue when the due date passes and the task is not complete. A Days_Overdue counter shows exactly how late each task is, so coordinators know which fires to fight first.

• Event-Triggered Overdue Alerts — When a task flips to overdue, an automation emails the assigned team member and the event coordinator. The stamp ensures one notification per overdue event — no spam, no missed alerts.

• Scheduled Event Briefing Digest — A daily automation sends a briefing for events happening in the next 14 days: countdown, budget status, overdue tasks, and pending vendor confirmations. The event coordinator starts each day with a complete picture.

• Vendor Management — Track vendors with contact info, contracted amounts, payment status, and deliverables. Link vendors to events and see total vendor cost per event automatically.

How It Works

Formula Flags. The Days_Until_Event field subtracts today's date from the event date. The Budget_Remaining field takes the event's total budget, subtracts the rollup of all linked vendor payments and task costs, and shows the balance. The Task_Overdue field checks whether the task due date is past and the status is not "Complete." All formulas are live and recalculate as data changes.

Event-Triggered Alerts. A Baserow automation watches the Task_Overdue flag. When a task transitions from on-time to overdue, the automation emails the assigned person and CC's the event coordinator with the task name, due date, days overdue, and event name. The _notified_overdue stamp prevents duplicate alerts. When the task is completed, the stamp clears.

Scheduled Digest. A daily automation looks at all events within 14 days. For each, it compiles: days until event, budget remaining, number of overdue tasks, number of unconfirmed vendors. The briefing email goes to event coordinators and stakeholders, replacing the morning "where do we stand?" check-in.

Who It's For

• Event coordinators managing corporate events, conferences, and retreats who need deadline and budget visibility without project management software fees
• Marketing teams planning product launches, trade shows, and webinars with multiple vendors and moving parts
• Wedding planners and event professionals coordinating vendors, timelines, and budgets for multiple simultaneous events
• Nonprofit event managers tracking fundraiser logistics where budget accuracy is essential for reporting
• Executive assistants organizing company events who need a system that surfaces problems instead of hiding them in rows

vs the Alternatives

| Feature | OpenSource AI Pro | Asana/Monday.com | Airtable | Google Sheets | |---|---|---|---|---| | Live event countdown | Formula-driven, auto-updating | Not a native field | Manual or scripted | Manual calculation | | Budget remaining rollup | Auto from linked vendors/tasks | Requires premium features | Manual rollup setup | Manual SUM formulas | | Task overdue alerts | Built-in, exactly-once | Built-in but per-seat | Paid automation tier | Requires Apps Script | | Per-seat pricing | Zero — unlimited users | $10-30+/seat/month | $20+/seat/month | Free but no automation | | Self-hosted | Yes, on Baserow | No | No | No |

What's Included

Tables:

• Events — event name, date, venue, budget, status, coordinator link, Days_Until_Event (formula), Budget_Remaining (formula)
• Tasks — event link, task name, assignee, due date, status, cost, Task_Overdue flag (formula)
• Vendors — name, contact, email, event link, contracted amount, payment status, deliverables
• Team Members — name, email, role, assigned tasks rollup
• Payments — vendor link, event link, amount, date, method, receipt

Key Formula Fields:

• Days_Until_Event — countdown (Event_Date - Today)
• Budget_Remaining — Event_Budget - Total_Spent rollup
• Task_Overdue — boolean flag (due date past + status not Complete)
• Days_Overdue — integer days past task due date
• Total_Spent — rollup of vendor payments + task costs per event

Automations (2):

1. Event-triggered task overdue alert with _notified_overdue stamp
2. Scheduled daily event briefing digest (14-day lookahead)

Views:

• All Events (grid with countdown)
• Upcoming Events (filtered, next 30 days)
• All Tasks (grid)
• Overdue Tasks (filtered)
• By Event (tasks grouped under events)
• Vendor Directory (grid)
• Budget Overview (events sorted by Budget_Remaining)

Get Started Free

Download the Event Planning Tracker and import it into your self-hosted Baserow instance. No per-seat fees, no project management subscriptions, no row limits. Event ops intelligence on your own server.

Download Free Template

Related Templates

• Budget Tracker Template — Track organizational budgets with automatic over-budget alerts
• Invoice & Payment Tracker Template — Manage vendor payments and receivables with overdue flags
• Expense Report Tracker Template — Process event-related expense reports with policy compliance checks