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!