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