Event planning checklist
A timeline you can use for weddings, conferences and galas. Shorten it for smaller events; the order stays the same.
In short: Plan in this order: agree the brief and budget, book the venue and key vendors, send invitations, track RSVPs, confirm details, run the day, then report back. For a large wedding or conference, start six to twelve months ahead; for smaller events, two to three months is often enough.
| When | Tasks |
|---|---|
| 6–12 months before | Agree brief, guest count and total budget; split the budget by category; shortlist and book the venue |
| 4–6 months before | Book caterer, decorator, photographer, entertainment and AV; agree deposits and balances; set up ticketing if needed |
| 2–3 months before | Send invitations; open registration or ticket sales; confirm attire and stationery |
| 4–6 weeks before | Chase RSVPs; confirm vendor timings; plan the run of show and seating |
| 1–2 weeks before | Final headcount to caterer and venue; brief check-in team; send final details to guests |
| On the day | Vendor arrival and set-up; check-in; run of show; live polls or games if planned |
| The day after | Thank-you messages and feedback; settle balances; post-event report for the client |
Do not forget
- A contingency of 5% to 10% in the budget.
- One contact name and number for each vendor on the day.
- A backup for power and internet at the check-in desk.
- Somewhere to record every payment against the budget.
Attend keeps the budget, vendors, guest list and check-in for each event in one place. See the features.
Frequently asked questions
How far in advance should I plan an event?
For a large wedding or conference, six to twelve months. For smaller events, two to three months is often enough.
What is the first step in planning an event?
Agree the brief, guest count and total budget with the client before booking anything.