Event Planning Countdown

Set the date and time

Choose a date that works for key guests. Check for conflicts with holidays, major events, or other commitments.

Created a guest list

Start with a must-invite list, then add secondary guests. This determines your venue size, budget, and catering needs.

Booked a venue or location

Reserve your space early — popular venues book out weeks or months in advance. Confirm capacity and amenities.

Sent save-the-dates or invitations

Give guests at least 4-6 weeks notice for a party, 8-12 weeks for a wedding or large event. Digital invites work for casual events.

Ordered food and drinks

Plan for 10-20% more food than your headcount. Account for dietary restrictions and consider a mix of options.

Planned entertainment or activities

Music, games, a photo booth, or a speaker — plan something that fits the vibe and keeps guests engaged.

Arranged transportation or parking

If the venue is hard to reach, arrange carpools, rideshare codes, or shuttles. Make sure parking is adequate.

Confirmed RSVPs and final guest count

Follow up with guests who have not responded. A firm headcount is essential for catering and seating.

Confirmed final headcount with vendors

Share the final number with caterers, venue staff, and rental companies. Small changes after this point can incur fees.

Prepared a day-of timeline

Write down the schedule: setup, guest arrival, food service, activities, cleanup. Share it with your team or vendors.

Set up decorations and signage

Decorate the day before or morning of. Include clear signage for restrooms, food areas, and activities.

Packed an emergency kit

Include tape, scissors, zip ties, stain remover, pain relievers, phone chargers, extra napkins, and a first-aid kit.