Planning
Free checklistEvent planning checklist
Updated
Every job from the first idea to the last invoice, in the order you’ll need to do it.
When to use it: Start it the day the date is agreed. For a small event, run the first two stages together.
Three months or more before
One to two months before
The final week
On the day
After the event
Free to use and adapt for your own events. Check it against your venue’s rules and the laws where your event takes place.
How to use an event planning checklist
Most events go wrong in the planning, not on the day. A booking slips, a supplier never gets the final times, the guest count changes and nobody tells the caterer. This checklist puts the jobs in the order they need doing, so nothing is left until it’s too late to fix.
The timings suit an event of roughly 50 to 300 people. Bigger events, and anything where guests travel, need to start earlier.
Step by step
Turn the stages into real dates
Write the event date at the top, then work out the actual date for each stage. “One month before” is easy to ignore. “By 12 May” isn’t.
Put a name against every line
When you print it, fill in the Who column first. A job without a name is a job nobody does.
Review it once a week
Fifteen minutes every Monday is enough. Tick what’s done and move anything that’s slipping to the top of your list.
Mistakes to avoid
- Booking suppliers before the venue. The venue’s rules decide which suppliers you can bring in.
- Treating replies as final numbers. A few people who said yes won’t come, so agree with the caterer how that’s charged.
- Leaving the run of show to the last week. Suppliers need it to plan their own staff.
- Keeping the checklist in one person’s head or inbox. If they’re ill the week before, nobody else can pick it up.
Common questions
How far ahead should I start planning an event?
For a conference, gala or wedding, four to six months is comfortable, and a year is common for large events. A team dinner or small launch can be done in six weeks if the venue is free.
What should I book first?
The venue, because its date, capacity and rules shape everything else. Then the suppliers that get booked up early: catering, sound and lighting, and photography.
How much contingency should I keep?
Around 10% of the total budget is a sensible starting point. Keep it separate and only spend it on things you couldn’t have planned for.