How To Structure Your Event Planning Checklist
It’s essential to get organized as you begin the event planning process. Think of your checklist as your event planning master spreadsheet. It should serve as your daily reference for every event planning step. There are items that will be relevant to your event and some that won’t! Remember, this is your checklist, it should work for you!
The following are tips on structuring your event planning checklist to get the most out of it. We like to lay out event planning checklists in order from bigger items that need to be checked off before smaller – more intricate items.
Regardless of if you have 10 months or 3 months leading up to your event, make sure to include the following in your checklist:
- Goals & objectives
- Timelines & project deadlines
- Vendor list and pricing
- Total budget and receipts
- Day-of master plan
We’ll dive further into the above as we develop your ultimate event planning checklist!
Your Event Planning Checklist Breakdown
Your checklist will be most effective when broken down by task as you approach your event day. Some items on your event checklist can only be ticked off following an initial task, so listing them out as a timeline will help you stay on top of your tasks. While not all events require a year of planning, it’s important to give yourself the time to get everything checked off your list!
A 12-month timeline is recommended for big events like weddings that require a lot of detail going into the big day. But for smaller events or if you simply don’t have a year to plan, don’t worry! A 6-month lead-up can certainly still produce an amazing event. Our tip is to start with the biggest, most time-consuming items on your list.
Start Big!
Don’t worry if you have yet to confirm a sponsorship or finalize your florist, sometimes things take a little longer than expected but as long as you are keeping track of your people, you’re on the right track. The most important piece of the puzzle is to have a good understanding of who is going to be attending and involved in your event.
Try to get as close to confirming your “people wish list” as possible. Save the Dates are a great way to inform your guests of your big day early and give you the best chance of getting everyone on your list to your event.
Consider The People Involved
Check off these items on your event planning checklist next:
While anyone who has planned a big event can tell you that your budget will very likely change, it’s a good idea to give yourself a budget range instead of a strict number. Make sure you and your family are comfortable with both your lower and higher range.
Every event is unique and some will involve speakers or sponsors, in this case, consider them your partners and start your communications with your preferred partners as early as possible. As you start checking off the big items on your list, that feeling of overwhelm will feel much lighter!
Get on Track With Your Event Details
This part can get a little tricky if the aforementioned items are still pending, but don’t worry too much, everything will come together as it should. We always say that worrying is not part of the event checklist, so go ahead and skip that! The details of your event, however, should not be skipped.
Your next items are to make sure the details are in place for your event, including the following:
Day-Of Event Planning
The day-of your event still requires a bit of on-the0-spot planning and coordination, something our Event Buddees are experts at. Your day-of checklist includes the following tasks before, during and after your event.
Pre-Event Day-Of Tasks
During Event Tasks
Post-Event Tasks
Our team of event planning experts is here to help with any and all of the tasks that come with planning your dream event! If you have any questions or need a trusty Event Buddee to help with your next event, get a free quote here!
For now, download our FREE event planning checklist to help guide you!
