Event planner

• Define the goal, format and total budget
• Draft the guest list and confirm the guest count
• Book the venue and sign the contract
• Choose the host, musicians or DJ and confirm the date
• Reserve sound, light, stage and LED screen rental
• Choose the catering format and agree on the menu
• Send out invitations
• Build the run-of-show timeline (speeches, programme, breaks)
• Check permits, insurance and fire-safety requirements
• Collect RSVPs and dietary requirements
• Plan the seating layout and guest check-in
• Agree on delivery, set-up and tear-down times
• Check the technical gear and prepare a backup plan (weather, power)
• Confirm the final guest count with the caterer and venue
• Event day: assign one on-site coordinator and run a final check before guests arrive

The deadlines are recommended, not mandatory. For a larger event, book the venue and gear earlier.

Need a detailed list? See the full checklist