The Definitive Event Planning Checklist

Are you ready to throw the event of the year but feeling a little bit lost in the planning process? Don’t worry, we’ve got your back! Our event planning checklist will help you plan an epic bash that will leave your guests talking for weeks. 

From picking the perfect venue to crafting the perfect party goodies, we’ve got all the fun and practical details covered. So let’s get the party started and dive into the checklist now!

The Pre-Planning Event Checklist 

Best timing: One year to three months in advance 

The pre-planning phase is crucial for any successful event. Consider it a warmup that will get you in the right mood and guide you in the right direction. Don’t rush this process and take as much time as you need to decide on the elements we’ve listed below. 

And when should you start the pre-planning? It will primarily depend on the type of event you’d like to host. But generally, for private events, such as birthday parties, bridal showers, anniversaries, baby showers and hen parties, we recommend getting started around 3 months in advance. When it comes to weddings and business events, such as conferences, product launches, corporate parties, and more, it’s best to start at least one year in advance.

Identify the Purpose of the Event 

First things first, sit down and think: what’s the reason for the event? Are you celebrating a milestone, throwing a surprise party, or just getting together with friends and family? Once you have a clear understanding of why you’re hosting the event, it’ll be much easier to plan everything else!

Think about the type of atmosphere you want to create for your guests. Do you want it to be a cosy and casual affair or a more formal and elegant event? Whatever your vision, keep it in mind when you’re deciding on other event elements, such as the venue, decor, and menu. You want everything to complement the purpose of the event and make your guests feel comfortable and happy.

When planning a private event, it’s all about creating a memorable experience for your guests. You want them to have a great time, feel special, and leave with fond memories. So don’t be afraid to get creative and personalise the event to suit your guests’ tastes and preferences. After all, the goal is to ensure everyone has a blast and cherish the memories for years to come! 

Set a Budget

Let’s face it, no one wants to deal with unexpected expenses or financial stress when planning an event. That’s why setting a budget is crucial to keeping your sanity intact and your wallet happy. 

Don’t just wing it and hope for the best – consider all the costs involved and prioritise what’s important. Whether it’s a fancy venue or killer catering, be realistic about what you can afford and what you truly need to make your event a success. And don’t forget to plan for the unexpected with a contingency fund. After you set your priorities, it will be much easier for you to make all the important decisions and you won’t have to worry about overspending! 

Choose a Date 

Picking the right date for your event can be a bit of a puzzle, but it’s a critical piece in ensuring its success. You don’t want to schedule your big day on a major holiday or during a local event that might cause your attendees to bail. So, before you set a date in stone, do your research and consider all the factors that might impact attendance. 

Once you’ve identified a few potential dates, don’t hesitate to check out venues available on those dates. You’ll get an insight into what spaces are available, and an idea of what offers and pricing will look like. Then it’ll be much easier for you to choose the perfect space that matches the goal and vibes of your event. 

Create a Guest List 

Creating a guest list is a super important step in event planning. Why? Because it helps you figure out the size of your event! Apart from that, you’ll know how much food and beverages you need, as well as how much space will be needed to accommodate everyone without a fuss. 

First, consider the type of event you’re planning and who your audience is. Are you throwing a birthday party for your closest friends and family, or are you planning a corporate event for your colleagues and business partners? This will help you figure out the size of your party. 

Once you have an idea of the party size, now it’s time to decide who should make it onto your guest list. If you’re planning a private event, you’ll want to limit your guest list to close friends and family members. If you’re organising a public event, like a charity fundraiser or a concert, you may want to open it up to a broader audience.

Book a Venue 

A great venue will set the mood and provide the perfect backdrop for your event.

Start by thinking about your guest list and the type of event you’re planning – you have to be sure that the space is big enough to accommodate your guests comfortably and that it fits the vibe you’re going for. Perhaps a vibrant rooftop, an elegant restaurant or a quirky bar?

Of course, your budget will always be a determining factor, so make sure to look for a venue that fits within your price range. Apart from that, consider practical factors like location, parking, accessibility, and amenities. 

Before you book a venue, be sure to visit it in person and make sure it’s everything you hoped it would be. Take a look at the space and talk to the venue manager to make sure it can be arranged to suit your needs. And don’t forget to read the contract carefully and make sure you understand all the terms and conditions, including cancellation policies.

Want to get access to all the best venues for your event? Check out Tagvenue and our curated list of event spaces! 

Delegate Tasks 

Remember, teamwork makes the dream work! Make sure to ask some close friends or family to help you out on the day of the event. A dedicated team of helpers will allow you to focus on the big picture while ensuring that all the smaller details are taken care of. Also, you’ll be much more confident once you know that people have got your back and are willing to help you create a memorable event!

The Detail-Oriented Event Checklist

Best timing: Four weeks in advance

Once you’ve decided on the essentials, now it’s time to think about the details that will make your event unforgettable and enjoyable. Again, don’t rush this process. If you can’t think of anything, and don’t know how to visualise it, use social media platforms like TikTok, Instagram or Pinterest for some inspiration. Just make sure that whatever you decide, it will match the vibes of the event and your guests’ interests.

Select a Theme 

We’re more than sure that you’d like to add some flair and excitement to your event. So that’s why you should choose a theme! You can make it as complex or simple as you want. The point is that it will make the event something that everyone will look forward to. 

Example: if you’re hosting a birthday party or a bridal shower, add some personal touches that will let everyone know that it’s about you or the celebrant, if you’re hosting the event for someone else. The small details count, like serving the celebrant’s favourite cuisine or using a colour scheme that they particularly like. 

The key is in the details, so make sure you choose the theme right! 

For some inspiration, make sure to check out our epic list of 170 themes that rock any party!

Hire Vendors 

From delicious catering to exciting entertainment and stunning decor, vendors provide essential services that can make or break your event. That’s why, when selecting vendors for your event, consider factors like experience, reputation, and pricing to ensure you’re getting the best value for your budget. 

Also, make sure not to rush and spend some time on research to select the best ones that match your price range. Perhaps you can ask for referrals from friends or family? 

Pro tip: When it comes to catering, many venues have a list of caterers that they closely cooperate with. Don’t forget to ask the venue manager for it, as you can win some great discounts!

Create an Event Schedule 

Whether it’s an outdoor soiree or a dinner party, having a rough schedule is key to a successful celebration. It helps you stay organised and ensures that everything runs smoothly from beginning to end.

Allocate enough time for each activity that you’ve planned and include a buffer in case things run over schedule. Also make sure to consider the flow of the event and how you want things to progress, such as starting with party games or mingling first. 

With a good schedule, you’ll feel more prepared, and confident when the day of the party comes. And confidence is really the key to having an awesome event that everyone will remember for years to come!

Decide on the Party Favours 

Deciding on the goodies or favours for your event is an important part of the planning process, as it’s a great way to show appreciation to your guests and leave a lasting impression. When choosing the party favours, consider factors such as the style and theme of the event, the preferences of your guests, and your budget.

You can choose to offer traditional favours such as customised gift bags or edible treats, or you can opt for more unique and personalised items such as engraved magnets or eco-friendly products like soaps or candles. 

It’s also important to consider the presentation of your goodies, as the way they’re presented can have a big impact on how they’re perceived by your guests. Be sure to communicate the details of your goodies clearly to your vendors and allocate enough time for delivery and setup. 

Remember, the key to deciding on the goodies is to be creative, thoughtful, and genuine!

Plan the Menu 

Food is often the centrepiece of any event, so planning the menu is crucial to creating a memorable experience. When planning your menu, consider the event style, your guests’ dietary restrictions, the theme of the event, and the time of the day. 

Are you having a brunch, a cocktail party, or a formal dinner? Do you want to serve a buffet or a sit-down meal? Think about the flavours and presentation of the dishes and whether you want to incorporate any unique or personalised touches. Don’t forget about the beverages, including alcoholic and non-alcoholic options, and be sure to have plenty of water available. 

Pro tip: If you have trouble deciding what food to serve, don’t hesitate to ask the venue manager! They will be happy to help you come up with a menu that caters to your guests’ palate and matches your event!

Send out Invitations and Confirm RSVPS

Inviting guests to your private event can be exciting, but it’s important to keep track of your RSVPs and ensure that everyone receives the necessary information they need to attend. 

When sending invitations (around 4 weeks in advance for smaller events and 4 months in advance for weddings), be sure to include all relevant details, such as the date, time, location, and dress code. Consider using online invitations or RSVP platforms to make it easier for guests to respond and to keep track of who’s coming.

Follow up with guests who haven’t responded closer to the event date to get a final headcount. Remember, clear communication and follow-up are key to a successful event. So don’t hesitate to text a few times and call when the guests aren’t responding. It’s better to know in advance how many people will show up than make last-minute changes that will stress you out!

The Last-Minute Event Checklist

Best timing: A couple of days before the event

Your event is only a few days away from happening! Now is high time to take care of the smaller errands that you otherwise would have forgotten about.

Confirm Rentals 

If you have ordered some flowers, a cake or catering, call the vendors to confirm everything. Here’s the thing: some businesses call their clients a couple days before the event to confirm whether you’re going to pick up the orders. But some don’t, so if you don’t hear anything from them, it’s better to give them a call. You’ll be calmer once you know that your orders will be ready for your event! 

Shop for Last-Minute Items

Even if you’ve planned everything down to the smallest detail, there will always be something that you’ve forgotten or that needs to be replaced. That’s totally normal, so don’t panic! Make a list of the items you need and head to your local party supply store or supermarket. Shopping for last-minute items can be stressful, but it’s also an opportunity to add some final touches to your event and make sure that everything is perfect. So, embrace the hustle and bustle of the final shop, and enjoy the final countdown to your amazing event!

Confirm That You’ve Taken Care of Everything

Go through your checklist one more time and double-check that you’ve completed each task, from selecting the perfect venue to sending out invitations and hiring all the necessary vendors. 

With everything in place, you’ll be able to relax and enjoy the event because you’ll know that you’ve done everything possible to make it a success. To give you a hand, we’ve created a printable event planning checklist where you can easily tick off all the things you’ve taken care of. 

So take a deep breath, pat yourself on the back, and get ready to throw an unforgettable event!

To Wrap Things Up

Congrats! You’ve made it to the end of our definitive event planning checklist! By following these tips and guidelines, you should now have everything you need to plan and host a successful event. Remember to stay organised, communicate clearly with your vendors and guests, and most importantly, have fun! Planning an event can be stressful, but it can also be incredibly rewarding to see your vision come to life. So take a deep breath, relax, and enjoy the journey. 

Happy planning!

Psst! Don’t forget to check out our other blog posts about hosting private parties! We have fabulous checklists for birthday parties, weddings, bachelorette parties, graduation parties, baby showers and more! They will definitely help you host any event you’ve got in your mind! 

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