BASH! Event Planning Checklist Get Organized
Create your event binder. Purchase an appointment book. Determine your budget.
Logistics 2-6 Months Determining the type, size, and atmosphere of your event.
Draft your guest list. Recruit your helpers. Pick your theme. Choose the date. Select your venue. (Don’t forget to read “Venue Questions”) Determine what aspects of your event you want to DIY or contract out. What type of entertainment do you want? What food and beverages will be best? Draft your event agenda and share with key players.
Planning- Vendors 2-4 Months
Order invitations. Schedule entertainment. Choose a caterer. Contract decorator. Contract any other vendors your event may require. (Clean-up, Seating, Servers, Photographer, Videographer, Transportation, Audio/Visual) _______________ _______________ _______________ _______________
Planning- DIY 1-3 Months
Design invitations. Mail invitations immediately. Purchase decorations. Purchase materials required for entertainment. Develop menu and make food/beverage purchases. Purchase anything that may be needed at venue. (trash bags, to-go plates) Count RSVPs Consider guests with special needs and make arrangements. Pass guest count to all vendors. Take a night to relax.
Planning- Confirmations 1-3 Weeks
Call and confirm with all vendors. Double check that you have purchased all needed supplies. Check with anyone who has yet to RSVP. Take a night to relax.
Execution- Day Before
Remind all “day-of” helpers of tomorrow’s agenda. Prepare any food you can today. If the venue is available, decorate today. Gather Gather all of supplies you will need tomorrow in one place. Load in your vehicle if possible. Get a good night sleep!
Execution - Game Day
Go by venue early. Finish decorating venue. Provide event agenda with entertainment, caterer, venue director, etc. Prepare all food and beverages. Keep track of time and vendor arrival. Personally meet with each vendor upon arrival for final event confirmation.
Post Event
Thank guests and vendors. Clean venue. Send Thank You notes. Revel in your victory!