Planning an art event is exciting. The logistics? Not always.

Whether you’re organizing your first open studio, curating a gallery exhibition, running a juried art fair, or coordinating a community arts events, the details can quickly become overwhelming. Artists to manage, vendors to track, budgets to balance, volunteers to coordinate, and a hundred things that need to happen in the right order at the right time.

This bundle was build to handle all of it.

Art Event Planner &n Organizer Bundle is a complete, professional planning system designed specifically for artists, gallery curators, arts administrators, and independent event organizers. Every worksheet was developed from real event experience - the kind of hard-won knowledge that only comes from actually running art events, managing programs, and working with artists and communities firsthand.

Print it, fill it in, and walk into your next event with total confidence.

The 10 Worksheets

01 - Event Master Planner

Your command center. Capture your event name, venue, dates, goals, key contacts, and quick budget snapshot all in on place. Fill this out first - everything else flows from here.

02 - 12-Week Event Timeline

A complete week-by-week countdown checklist from 12 weeks out to the day after. Never wonder what should happen when- it’s all mapped out and ready to check off.

03 - Budget Tracker

Track every dollar in and out. Organized by income category (ticket sales, sponsorships, grants, booth fees) and expense category (venue, catering, marketing, artist support, and more), with running subtotals and a final net calculation.

04 - Artist Submission Tracker

Manage your entire artist pipeline - submissions, jury process, acceptance status, notifications, and materials collection - for up to 20 artists on one organized sheet.

05 - Venue Checklist

Over 50 items across five categories: space & logistics, accessibility & safety, setup & teardown, tech & equipment, and contracts & payments. Never get caught off guard by something you forgot to confirm.

06 - Vendor & Supplier Log

One clean record for every vendor- catering, photography, A/V, printing, entertainment, security, and more. Contracts, deposits, balances due, and cancellation terms all in one place.

07 - Promotion & Marketing Planner

A complete social media content calendar, 13-post content plan from announcement to recap, platform tracker, and press outreach log. Never scramble for what to post or who to contact.

08 - Day-Of Run Sheet

Your hour-by-hour event day bible. Setup through teardown, with space for task assignments, time slots, and an emergency contacts box. print one for every team leader.

‍09 - Volunteer & Staff Coordinator

Define roles, set staffing numbers, assign responsibilities, and keep a complete contact sheet for every volunteer and staff member. Includes a briefing notes section.

10 - Post-Event Debrief

Rate your event across eight categories, capture what worked and what didn’t, log action items for next time. and track your thank-you acknowledgements. The worksheet that makes every future event better.

This Bundle is For You If…

• You’re organizing an art exhibition, open studio, art fair, pop-up show, or community arts event.

• You’re tired of juggling scattered notes, spreadsheets, and email threads.

• You want a professional system that covers every stage of the planning process

• You run multiple events and need a repeatable, reliable framework.

• You’re new to event organizing and want expert guidance built into your planning tools.