EVENT PLANNING CHECKLIST

Planning a company picnic, company party or other corporate events?

Take some stress out of the planning – and don’t forget anything – with this handy checklist. It’ll help you stay organized and prepared for your upcoming event.  Having a family party?  Check out our party planning checklist.


 

4 Weeks Ahead of the Event

Verify the budget for the event.
Choose the theme of the event.
Set the date for the event.
Choose and reserve the venue.
Prepare your guest list.
Send the invitations.
Order any special materials needed (like gifts for guests, prizes, banners & signage, etc.).

 

3 Weeks Ahead of the Event

Book the caterer (if the venue will not be providing food).
Choose the menu.
Book the guest speaker(s) and/or entertainment (if applicable).
Book any additional help needed (like bartenders, servers, security, etc.).
Reserve any additional equipment needed (like tables & chairs, inflatables, tents, etc.).

 

2 Weeks Ahead of the Event

Visit the venue (to check for audiovisual capabilities, electrical outlets and/or other needs).
Follow up on unanswered invitations.
Gather decorations.

 

1 Week Ahead of the Event

Finalize the guest list.
Confirm the caterer, guest speaker(s), entertainment and other help/equipment you have booked.
Send out reminder emails to guests.

 

3 Days to 1 Day Before the Event

Decorate venue.
Set up the sign in, gift and/or prize table(s) (if applicable).

 

On Event Day 

Plan to arrive at the venue a few hours before the event starts (to coordinate with staff and others and to take care of any last-minute decoration or set up).
Welcome the guests and enjoy the event!