Free resource
Event planning checklist
A practical step-by-step list so you do not forget anything important - from the first idea to the last guest. Work through it yourself, or hand it to us and we will cover every point.
Event planning checklist
1
8-12 weeks before: the basics
- Define the goal and format of the event (corporate, celebration, conference).
- Set the approximate guest count and total budget.
- Pick 2-3 possible dates and check their availability.
- List the people responsible and split up the tasks.
2
Venue and date
- Book the venue or outdoor location and sign the contract.
- Check capacity, parking and accessibility.
- Clarify what is included (tables, chairs, power, dressing rooms).
- Agree on sound-level and end-time restrictions.
3
Technical and programme
- Plan sound, light, stage and LED screens to fit the room size.
- Reserve a generator if the venue lacks enough power.
- Build the run-of-show timeline (speeches, programme, breaks).
- Confirm the host, musicians or DJ and their technical requirements.
4
Catering and guests
- Choose the catering format and confirm the menu, accounting for diets.
- Send invitations and collect RSVPs.
- Plan the seating layout and check-in.
- Consider guest transport and accommodation if needed.
5
Event day: logistics
- Coordinate delivery, set-up and tear-down times.
- Prepare a backup plan for bad weather (outdoor events).
- Assign one contact person to coordinate everything on site.
- Check insurance, permits and fire-safety requirements.
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