Planning a New Years Spread(sheet)

With finances being tighter than normal through 2011, New Years parties could quite easily be the straw that broke the financial advisor’s back. Extra effort needs to be made to maximise the resources. You have to minimise costs, and what way would be better that using Excel as an all in one New Years Eve Party Planner.

With so many things to keep in mind over the festive period why not organise all of your guest list, budget and most impotently shopping lists into separate sheets within a workbook, topping it off with a fancy coversheet. Here are some tips for making your own:

What to Plan?

First off, you need to work out what you want to keep a record of. You may want to make a note of things such as:

  • Guest list
  • Decoration list
  • Entertainment
  • Alcohol / Food shopping list
  • Budget

Each of these will be recorded on their own sheet, so make sure you insert extra sheets (in Excel 2007 press Shift + F11) to account for each topic you want to make note of, as well as one extra sheet where you can make a fancy coversheet for easier navigation.

Do you need more formulae to really maximise your planning sheet? Then check this post out giving you our top 10 time saving excel formula.

Rename each of these sheets (labelled Sheet1, Sheet2 etc as default) to the relevant name of the topic you want to record in that sheet.

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Managing your shopping list for supplies

Once you have made a sheet tab named ‘Shopping List’ it’s time to make a table where you can list who the item, quantity, supplier, budget and Actual cost.

With this information you can also calculate how much you have spent on the party so far, making budgeting far easier. To calculate this figure you would use the SUM Formula to add all entries in your ‘Actual Cost’ column, which if they were displayed in column E would look something like this:

=SUM(E:E)

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Guest List

Why not make a sheet to list who you have invited to the party which you can then use to record who has replied and who is attending. Using a simple table including columns such as Guest Name, Invite sent?, Attending? And Supplies Being Brought should be enough to keep track of whose coming as well as what they are bringing with them.

Entertainment and Decorations

Are you hiring in any equipment or decorations? Are mates loaning you anything to spice up the occasion? Use a separate sheets to keep a record of anything, including where you’ve got it from, when it needs to be returned by and how much it has cost.

Budget Planning

By entering all the costs and predicted costs of each item you need to buy for the party you can use formula to calculate your budget and how much you’ve spent. You can perform additions across several different sheets, making it possible to have a dedicated budget sheet which calculates all your finances.

If you’d like to learn more about effectively using Excel then why not have a look at our Excel training course or our VBA for Excel Course.

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