Whether you are planning a wedding, a corporate conference or a milestone birthday, the same underlying structure applies: work backward from the event date, and give every decision the lead time it needs. Here is the checklist we use internally at BrosisEventz.
6 to 12 Months Before
- Confirm your budget and guest count
- Book your venue and date
- Engage a planner or begin managing vendors directly
- Shortlist decor, catering and photography vendors
3 to 6 Months Before
- Finalise decor concept and colour palette
- Confirm catering menu and headcount estimate
- Book entertainment, DJ or performers
- Send save-the-dates or invitations
4 to 6 Weeks Before
- Confirm final guest count with all vendors
- Finalise the day-of run sheet and timeline
- Confirm delivery and setup windows for decor and catering
- Arrange guest travel or accommodation if needed
1 Week Before
- Reconfirm every vendor’s arrival time and contact person
- Prepare a day-of emergency kit and contact sheet
- Walk the venue one final time with your coordinator
Day of the Event
- Assign a single point of contact for vendor questions
- Follow the run sheet, building in small buffers between segments
- Delegate as much as possible so the host family can be present, not managing
A checklist only works if someone is accountable for each line item. That coordination role is exactly what our team at BrosisEventz takes on for every event we plan, so nothing falls through the cracks on the day that matters most.
Related Reading & Services
Need help executing your checklist? Explore our full range of services, including guest management and venue booking. See also our event planning trends and wedding planning guide.