Checklist Time!

If you’re planning a large party or event, you may want to use a checklist to make sure you don’t forget anything. It’s best to get started on your plans four months prior to the event if it’s a large event. If you’re planning a small one, you can follow this checklist on a shorter calendar and eliminate some of the large-scale checklist items.

Four Months Ahead of Time

  • Choose possible times and dates
  • Check availability of key guests and solidify time and date
  • Decide if you need assistance planning and running the event
  • Contact those who might help you with the event
  • Come up with a budget – see if you need additional funds
  • Identify a location and call to check on availability
  • Decide on entertainment options; investigate options, choose and reserve
  • Investigate security needs; reserve if necessary
  • Investigate food and beverage options; set appointment with caterer
  • Revise budget as needed
  • Explore travel and lodging needs and options
  • Investigate liquor licensing needs

 

Three Months Ahead of Time

  • Review budget issues
  • Advertise
  • Create and send out invitations
  • Audition entertainment options; arrange sound and staging support
  • Outline a timeline of who will handle what with set up, support, and clean up

 

Two Months Ahead of Time

  • Review plans and craft a back up plan for any aspect of event that may fall through
  • Make appropriate reservations for back-up plan
  • Check in with all vendors and support staff
  • Make reservations according to back up plan
  • Check advertising and RSVP list to see how guests are responding

 

Three Weeks Ahead of Time

  • Contact all vendors; verify plans
  • Meet with support staff
  • Share step-by-step instructions for appropriate aspects of event with support staff and vendors
  • Assign responsibility as needed
  • Explain check ins and back up plans to support staff
  • Pay vendors and solidify reservations

 

The Week After

  • Make sure all outstanding bills are paid to vendors
  • Send out thank yous if appropriate
  • So what do you think? Give me your comments and feedback below. And, oh, by the way, don't forget to tell a friend if you like what you see! xo
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