Event Planning Checklist
EVENT [Event name] | DATE AND TIME [Month DD, YYYY], [0:00]–[0:00] | VENUE [Venue name] |
EXPECTED GUESTS [N] | BUDGET $[0.00] | LEAD ORGANIZER [Name] |
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
DECISION | OPTIONS | DECIDE BY | OWNER | DONE |
|---|---|---|---|---|
[Decision needed] | [Option A / Option B] | [Date] | [Name] | □ |
[Decision needed] | [Option A / Option B] | [Date] | [Name] | □ |
[Decision needed] | [Option A / Option B] | [Date] | [Name] | □ |
[Decision needed] | [Option A / Option B] | [Date] | [Name] | □ |
Vendor contacts
ROLE | COMPANY OR NAME | PHONE | |
|---|---|---|---|
Venue | [Name] | [Phone] | [Email] |
Catering | [Name] | [Phone] | [Email] |
Rentals | [Name] | [Phone] | [Email] |
[Other] | [Name] | [Phone] | [Email] |