Comprehensive Excel Event Management Dashboard

Scope (Tabs & Purpose)

Dashboard: Card-based overview (KPI tiles + charts).

Budget Tracker: Category budget vs actual vs paid + expense tracker.

Attendees (Guest List): Invitations, RSVP, dietary, contact, seating link.

Task Timeline: Tasks with deadline, owner, priority, completion.

Daily Schedule (Itinerary): Day-of timeline (start/end, activity, owner).

Packing & Essentials: Checklist by category with progress %.

Suppliers (Vendors): Directory, contracts, payment due dates.

Directory (Contacts): People referenced by dropdowns.

Seating & Tables: Tables, capacity, assigned/remaining seats.

Catering (Food & Drinks): Menu + dietary counts from Attendees.

Media Plan (Photography): Shot list with priority & completion.

Gifts & Thank-Yous: Gifts log + thank-you tracking.

Travel Plans (Honeymoon): Bookings, payments, activities.

Home (new): Logo + big navigation buttons to key tabs.

Branding & Theme

Colors: Deep Teal #004E64 (primary), Bright Green #64C13B (success/KPIs), Lime #C4E86B (warnings), Very Light Grey #F3F4F6 (cards), Dark Grey #111111 (text).

Fonts: Headings Montserrat, Body Segoe UI/Calibri.

Provide and apply a .thmx theme so charts/shapes/tables use Theme Colors.

Dashboard Layout (must deliver)

Full-width teal header with logo + title; subheader shows event name/date/days.

KPI cards (2×2 grid) with icons, titles, and cell-linked values:

Budget (Planned / Actual / Paid / Left to pay)

Attendees (Total / Confirmed / Seated / Waiting)

Tasks (Total / Completed / Overdue / Today + % complete)

Packing progress (Packed / Total + %)

Charts in cards: RSVP breakdown (pie), Budget (bar), Task completion (bar).

Use rounded rectangles (light grey) as cards; values in Bright Green.

Data Model & Rules

Use Excel Tables (Ctrl+T) for all grids; keep existing column logic.

Validations: RSVP (Attending/Unable/Pending), Invitation (Sent/Not), Dietary list, Yes/No flags, Table dropdown from Seating.

Named ranges for Dashboard KPIs (e.g., Budget_TotalPlanned, Guests_Confirmed, Timeline_CompletionPct).

Conditional formatting mapped to theme:

Tasks: Completed = pale green; Due Soon = lime; Overdue = stronger lime.

Attendees: Attending = pale green; Pending = lime; Unable = grey.

Budget: Variance < 0 = lime.

Wording & Structure (to avoid cloning)

Replace “Wedding”→“Event”; “Guests”→“Attendees”; “Vendors”→“Suppliers”; etc.

Rename tabs as above; adjust dashboard composition/order and add at least one new KPI (Packing %).

Keep formulas but rebuild visual cards/shapes, linking text boxes to the source cells.

UX & Protection

Add Home tab with navigation buttons.

Freeze headers; turn gridlines off on Dashboard only.

Set shapes to Don’t move or size with cells; lightly protect sheets (inputs unlocked).

Deliverables

Branded Excel workbook (.xlsx or .xlsb) with all tabs above, theme applied, and dashboard wired.

Theme file (.thmx) with colors/fonts.

One-page hand-off notes listing named ranges, validations, and any helper ranges.

Acceptance Criteria

Dashboard KPIs/charts update live from data sheets.

All tables use Theme Colors & Fonts; cards/icons match brand.

Wording/tab names changed; layout visibly different from the original.

No broken references; validations and conditional formatting work.

Sheets protected appropriately; inputs remain editable.

Constraints / Preferences

Prefer no macros (unless agreed); pure Excel formulas/tables/CF.

Keep performance smooth up to ~2,000 attendee rows and ~500 expenses.

Use Theme Colors (not hardcoded Standard Colors) so palette can change later.