The Flavours Catering + Events Event Planning Checklist

Planning an event can be a challenging task, especially if you’ve not done it before. Here are a few tips to help settle the nerves when planning an event of any size.

Have a look at our other checklists on our website here.

6 – 12 months before the event

• Decide on your desired event purpose and outcomes (raise funds, visibility, celebration, networking with new clients etc.)
• Choose a theme and style of the event
• Establish a budget
• Research and visit potential venues and sites
• Check proposed date for potential conflicts with major holidays, other events or observed dates
• Research/appoint an Event Coordinator or Manager (this may also be your catering company)
• Research/Select committees/chairpersons. Anyone who should have input into the event planning and decisions
• Get cost estimates (venue / site hire, food, drinks, sound/lights, equipment hire, staffing, etc.)
• Get recommendations for entertainment; ask for sample clips of past performances
• Organise quotes for entertainment
• Obtain quotations for decorations and styling elements
• Obtain quotes for design/printing of any event related collateral
• Receive quotes for other major items (eg. audio visual, furniture)
• Decide on admission cost (if any)
• Create sponsorship amounts/levels/inclusions (if applicable)
• List items to be insured and obtain quotes for relevant insurances
• Research/approach speakers/presenters/MC
• Compile database of invitees (individuals/businesses)
• Get written contacts for site, entertainment, caterer, hire etc.
• Contingency Plan – If outdoors, have a plan B for inclement weather
• Invite/confirm VIPs
• Begin invitation design with your selected graphic designer
• Create a logo for the event (if applicable)
• Send out save the dates or share event announcement
• Set marketing/public relations schedule
• Develop press release and calendar listings
• Select photographer/videographer; arrange for photos of VIPs, guests of honour
• Get biographical information on VIPs, celebrities, guests of honour
• Investigate need for special permits, licenses, insurances, etc.

3 to 6 months ahead

• Begin monthly committee meetings 
• Write/send requests for funding or underwriting to major donors, corporations, sponsors 
• Request logos from corporate sponsors for relevant collateral printing
• Review with graphic designer invitations, programs, posters, other event related collateral
• Prepare final copy for invitations, RSVP card, posters
• Prepare final copy for tickets and complete mailing lists for invitations
• Sign contract with entertainment provider
• Finalise mailing lists and invited guests details
• Obtains lists from honourees, VIPs and get written confirmation of celebrity participation/special needs
• Obtain radio/TV sponsors, public service announcements, promotions
• Plan menu with caterer for food and beverages and sign contract to ensure that the date is secured
• Secure permits and insurances
• Finalise audio/visual contract
• Select/order any trophies/awards/gifts for guests

2 months ahead

• Hold preview party to coincide with mailing of invitations; invite media
• Assemble/address invitations (with personal notes when possible)
• Mail invitations
• Finalise transportation, transfers and hotel accommodations for staff, VIPs, honourees
• Obtain contracts for decorations and rental items Confirm TV/radio participation
• Release press announcements about celebrities. VIPs honourees
• Follow up to confirm sponsorships and speakers
• Review needs for signs at registration, directional, etc.
• All major chairpersons to finalise plans
• Hold walk through of event with responsible committee members, audio visual, catering and relevant venue staff
• Review and finalise budget, task sheets and tasks timeline
• Start phone follow-up for table sponsors (corporate, VIP, committee)

1 month ahead

• Phone follow-up of mailing list (ticket sales)
• Place newspaper ads, follow up with news media, on-air announcements
• Confirm staff for registration, hosting, other
• Write to VIPs, celebrities, program participants, confirm participation
• Complete list of contents for welcome packs/bags
• Get enlarged site plan/floor plan, assign seats/tables
• Give estimate of guest numbers to caterer/food service
• Meet with all external vendors, consultants to coordinate event
• Review script and event order
• Continue phone follow-ups for ticket/table sales
• Continue assigning seats; set head/VIP table, speaker’s platform
• Confirm transportation schedules: airlines, trains, buses, cars, limos, hire cars, transfers
• Confirm accommodation bookings
• Prepare transportation and accommodations (include arrival time, flight number, airline, person assigned to meet arrivals)
• Confirm special security needed for VIPs at the event
• Prepare welcome packet for VIPs and key staff
• Schedule deliveries of special equipment, rentals, gifts, collateral etc arriving to venue
• Confirm bump in, setup and pack down schedule with venue / location
• Finalise plans with event stylist
• Provide caterer revised numbers
• Meet with chairpersons, key staff to finalise any of the above

1 week ahead

• Meet with all committees for last-minute details
• Finish phone follow-ups
• Confirm number of guests attending and advise caterers
• Finalise seating/table arrangements
• Hold briefing session with volunteers’ and finalise their assignments
• Confirm healthy and safety and emergency plans with venue / site
• Finalise registration staff
• Distribute seating chart, assignments to hosts/hostesses
• Schedule pickup or delivery of any rented or loaned equipment
• Double-check arrival time and delivery times with suppliers
• Reconfirm event site, hotel, transportation
• Deliver final scripts/timelines to all program participants
• Finalise catering requirements
• Ensure catering and refreshments for volunteers and staff are arranged
• Confirm number of volunteers
• Make follow-up calls to new media for advance and event coverage
• Final walk-through of site with all relevant personnel
• Schedule rehearsals
• Schedule volunteer assignments for day of event
• Establish amount of petty cash needed (if relevant) for tips and emergencies
• Ensure all accounts are paid (where required pre event)

Day before the event

• Lay out all clothes you will need on the day of the event including outfit for bump in/set up and then for the event duration
• Recheck all equipment and supplies to be brought to the event

Event Day

• Arrive early (with your change of clothes)
• Unpack equipment, supplies and make sure nothing is missing
• Be sure all VIPs are in place and have scripts
• Reconfirm refreshments/meal schedule for volunteers
• Go over all the final details with caterer and setup staff
• Check with volunteers to make sure all tasks are covered
• Setup registration area
• Check sound/light equipment and staging before rehearsal
• Hold final rehearsal
• BREATHE!!!!