Event Planning Checklist

8–12 weeks before

TASK OWNER DUE

□ Set the budget and approve it with anyone sharing costs [Name] [Date]

□ Confirm the date and a guest count estimate [Name] [Date]

□ Book the venue and get the contract in writing [Name] [Date]

□ Draft the guest list [Name] [Date]

□ Choose a format or theme, if any [Name] [Date]

□ Book catering, entertainment, or a photographer, if needed [Name] [Date]

4–6 weeks before

TASK OWNER DUE

□ Send invitations with an RSVP date [Name] [Date]

□ Plan the menu and collect dietary needs [Name] [Date]

□ Reserve rentals: tables, chairs, linens, audio equipment [Name] [Date]

□ Plan decorations and signage [Name] [Date]

□ Recruit volunteers and assign roles [Name] [Date]

□ Arrange parking, transportation, or accessibility needs [Name] [Date]

1–2 weeks before

TASK OWNER DUE

□ Follow up on missing RSVPs and set the final count [Name] [Date]

□ Give the final count to the caterer and venue [Name] [Date]

□ Write a run-of-show schedule with times [Name] [Date]

□ Confirm each vendor’s arrival time and payment due [Name] [Date]

□ Prepare name tags, seating chart, and printed materials [Name] [Date]

□ Make a backup plan for weather or no-shows [Name] [Date]

Day before and day of

TASK OWNER DUE

□ Pack a supplies kit: tape, scissors, pens, chargers, first aid [Name] [Date]

□ Confirm setup and access times with the venue [Name] [Date]

□ Set up and walk through the space [Name] [Date]

□ Check deliveries against orders [Name] [Date]

□ Keep the contact list and payments on hand [Name] [Date]

After the event

TASK OWNER DUE

□ Pay remaining balances and collect deposits [Name] [Date]

□ Return rentals and borrowed items [Name] [Date]

□ Send thank-you notes to helpers, vendors, and speakers [Name] [Date]

□ Record final costs against the budget [Name] [Date]

□ Note what to keep or change next time [Name] [Date]

Outstanding decisions

Vendor contacts