Stay on Track

Help - where do I begin? We have created a step-by-step guide to get you started. Depending on the type of event you’re planning, you can modify it to fit your celebration. For example, if executing a lifecycle celebration with a video montage, getting those pictures together will take some time. The videographer will want these photographs at least 30 days prior.

Your event may require additional vendors, day-of coordinator, valet parking, linen rentals, photo booth, and sweet treat providers, just to name a few. We’ve asked some of our advertisers to offer their timeline tips from experience.

Timeline

12-18 Months Prior

• Determine Preliminary Budget

• Reserve Event Planner (If Hiring)

• Estimate Guest Count

• Book Your Venue

• Reserve Entertainment

• Reserve Your Photographer/ Videographer

• Book Your Décor and/or Floral Designer

6-12 Months Prior

• Initial Décor/Design Meeting

• Reserve Hotel Rooms if Needed

• Reserve Transportation (If Required)

• Create a Guest List with Mailing Addresses

• Start Looking at Invitations

3-6 Months Prior

• Finalize the Guest List

• Order Invitations

• Order Custom Items

8-10 Weeks Prior

• Mail Out Invitations

• Confirm Menu with Caterer

• Personalize Event Timeline

1 Month Prior

• Create Seating Chart

• Write Speeches

• Send Timeline to All Hired Vendors

1 Week Prior

• Make Final SeatingAdjustments

• Confirm Final Guest Countwith Caterer

• Final Payments and Gratuities

When creating an invitation for an event where kids are dropped off, I recommend putting an end time on the invitation. This helps parents plan ahead, and kids are not waiting for rides.

Pat Blackwell, Red Coat Ladies

I merge my timeline with the event timeline so that I am in the right place at the right time to capture the event highlights. I share this updated timeline with the client ahead of time.

Brian Masserman, Masserman Photography

Be realistic and remain flexible. Rely on your pro’s. Hiring a coordinator is a great way to ensure peace of mind that the event will run flawlessly from start to finish, and you can enjoy every moment.

Sheena Luther, Top That Event

To avoid guests being hungry and cranky, split up some of the festivities. For example, separate speeches and montages, and keep the timing reasonable.

Elaine Matthews, High Velocity Sports

Once we recieve the timeline, we schedule ourselves to arrive two hours prior for setup.

Mickey Ellis, Sno Biz Detroit