To-do lists, timelines, and creative ideas will make your event a seamless success.

This page is ever evolving so check back regularly.

High Level Timeline Overview

Organize your thoughts

At Least 9 months before the event

Determine the big picture - what’s the goal:

  • Is this a large-scale event including all your colleagues, friends, and extended family, or a more intimate affair?

  • Is this a fundraiser that will lean on sponsors and a silent auction, or is this a thank-you event for your clients / team?

 

Determine your priorities - must haves (and no go’s):

  • What do you want your guests to remember: the food, the music, the fundraising?

  • Are there any specific components that absolutely need to be included?

 

Look at the budget - get an overall idea of the components of your event and how much you can spend on each:

  • Venue, food & beverages

  • Photography & media

  • Entertainment & music

  • Coordination

  • Décor & extras 

Where to Save and where to Splurge

Save Money:

Printing: invitations, menus, portfolios, etc. Online options are a great alternative for invitations, updates, and sponsorship packages.

Décor: your event can be beautiful without being expensive – in many instances, less is more! DIY, can be a great option for cost savings, but be sure to price out your projects as the costs of some supplies may surprise you.

Worth the budget:

Photography & Media: both personal and professional events benefit from having a great photographer - capture the memories or use this occasion for some exceptional promotional images.

Food & Drink (and servers):  your guests will appreciate a good quality meal and a nice drink, served by experienced professionals. No need for multiple options, but make sure the options you have are delicious. Knowledgeable staff allow your guests to experience a flawless event.

Planner / Coordinator: having someone with experience in planning and navigating an event can save both a significant amount of time and money.

Begin creating your guest list - your budget and preferences can help determine a maximum headcount: remember your VIPs!

 

Examine your style, aesthetic, and the ambiance you hope to create:

  • Modern, sleek, and elegant

  • Vibrant, exciting, and celebratory

  • Rustic, cozy, and joyful

  • Whimsical, floral, and bright

  • Glamourous, remarkable, and fabulous

  • Any combination that appeals to you!

 

Consider if the date and time of your event are flexible, and if there are multiple components to your event that need to be accommodated by multiple venues, keep distance and transportation in mind.

 

Getting Started

Find the right venue - your maximum headcount, budget and style will help narrow this search:

Book your venue at least 9 months in advance

  • Do you have out-of-town guests attending?

  • Does the venue allow for a welcome reception space and signage?

  • Does your event require a location with over-night accommodation on-site?

  • Are you considering offering childcare?

 

Explore Service provider options - remember your budget and approach providers with key questions:

Book your service providers at least 6 months in advance

  • Take time to review portfolios and get an idea of what they offer / their style.

  • Do they offer packages or a la carte options?

  • Are their services within your budget?

  • Can they accommodate your date?

  • Do they work as part of a team or are they solo providers? Do they have a back-up plan?

  • Do they offer samples or tastings?

  • Can they offer testimonials and / or references?

 

Don’t forget the details:

Make decisions on rental items, DYI options, and other details at least 4 months in advance

  • Invitations, event updates, sponsorship packages, ticket sales

  • Décor, centerpieces, accents

  • Embellishments, signage, guest schedule, menus

  • Additional activities, guest books, photo booth prints

  • Consider “thank-you” gifts for those assisting with the project / event

 

Confirmations

Confirm your high-level details at least 2 months in advance

  • Contact your service providers to ensure everything is on track.

  • Corporate events - check in with Sponsors: have they confirmed their guests?

  • Make a detailed schedule of events leading up to and for the day-of the event.

  • Create a rough seating chart (this can continue to change as the event approaches).

 Confirm specifics at least 1 month in advance

  • Who is setting up the event space? Ensure they have all the decorations.

  • Do you have a day-of coordinator or point person for the day.

  • Ensure all your key players have received and reviewed the schedule.

  • Confirm with any speakers that their speeches/presentations are on track.

 

Final Preparations

Week and Day-of the event

  • Confirm your headcount and provide those numbers to the venue, caterer, etc.

  • Confirm schedules with key parties.

  • Ensure you have all the week-of and day-of payments ready.

  • Ensure you have your “thank-you” ready.

  • Take some time for yourself!

  • Eat properly on the morning of the event: it’s going to be a long and wonderful day!

 

Keeping track

  • A calendar overview with “due dates” will help create an overall timeline.

  • Excel spreadsheets are great for tracking different venue and service provider options.

  • A website can be a great way to keep all they key players up to date.