When it comes to your event planning checklist, there is no shortage of boxes to tick. We get it, it can be overwhelming! That’s why we created the ultimate event planning checklist so that you can start planning your event with confidence that you’ve got every detail covered.
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.
The biggest task on your list to check off far in advance of your day are the following:
- Venue selection
- Event date finalization
- Budget determination
- Vendor & partner communication
- Venue walk through
- Start building your event website
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!
Consider The People Involved
Who will be involved in your event? And when will they be most needed? The humans involved or attending your event should be considered next!
Check off these items on your event planning checklist next:
- Build a realistic guestlist & send save the dates
- Confirm your vendors & partners
- Coordinate with your suppliers
- Start building your seating chart
- Confirm set-up and take-down crew
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.
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:
- Rehearse any coordinated events
- Confirm schedules with vendors
- Finalize your total budget
- Review all print materials
- Confirm travel arrangements and any airport pickups needed
- Confirm day-of schedule with your Event Buddee or event committee
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
- Decoration set-up
- Vendor communication and set-up
- Sound check or music set-up
- Venue walk through - decoration review
- Communicate finalized schedule with event committee
During Event Tasks
- Ensuring timing of grand entrances, speeches, ceremonies, music, etc.
- Help guests find their seats or place cards
- Ensure all technology is functioning properly (microhpones, speakers, etc.)
- Assist any guests who need additional assistance
Post-Event Tasks
- Clean up and take down
- Break down step and repeat, signage, etc.
- Clean up food and beverages left behind
- Debrief with event team and vendors
- Thank vendors and assist with vendor end of event tasks
- Confirm guest transportation if needed
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!
download your checklist
The Ultimate Event Planning Checklist: Complete Checklist
The Ultimate Event Planning Checklist: Complete Checklist
Below is a complete event planning checklist that you can use to remember everything you need leading up to your evet. Click here to download and print the ultimate event planning checklist.
- Establish your event goals and objectives
- Determine your budget range
- Select your preferred dates
- Determine your preferred venue(s)
- Collect venue and partner cost estimates
- Determine any needed room rentals
- Identify travel & accommodation arrangements
- Determine your preferred food and beverage vendors
- Recruit an event committee
- Create a brand your event
- Logo
- Tagline
- Website
- Determine a plan and timeline for all printed marketing materials
- Save the dates
- Invitations
- Thank you notes
- Signage
- Step and repeat
- Guest book
- Identify and contact the people involved in your event
- Day-of coordinators
- Decoration team
- Vendor liaison
- Caterer
- Musician/DJ
- Photographer
- Florist
- Finalize any contracts if necessary
- Venue and logistics planning
- Determine and arrange all venue details
- Seating arrangements
- Signage
- Investigate the need for any special permits, licenses, etc.
- Create an event timeline
- Confirm final budget
- Brief your team on event duties and timelines
- Finalize your seating plan
- Update final budget
- Event day-of coordination
- Set up
- Timeline communication
- Event schedule
- Take down
- Send thank-you’s and acknowledgement
- Sponsors
- Volunteers
- Speakers/presenters
- Donors
- Guests
Download our FREE event planning checklist to help guide you!
