Event Planning Checklist

Use our event planning checklist to plan your event like a pro

We love a spontaneous celebration as much as anyone, but when you’re the host, a little structure and a clear plan keep you sane and your guests happy.

We’ve created “The only event planning checklist you’ll ever need” — a simple, practical guide to help you nail every detail, from playlists to place settings.

Planning an event?

Here’s what you’ll need to consider:

1. Start with the basics

Every successful event begins with a few key decisions that shape everything else. Before you dive into Pinterest boards or menu ideas, take a moment to ground your plans. What’s the occasion—a milestone birthday, a bridal shower, or a just-because picnic?

Next, settle on a date and venue. If you’re eyeing a popular spot, book it early to avoid disappointment. Then, jot down a rough guest list. Even if it changes, it’ll help with planning seating, food, and supplies.

And finally, be honest about your budget. Knowing your limits upfront helps you prioritize what really matters, whether that’s gourmet grazing or gorgeous florals.

2. Lock in the key elements

Once you’ve got the groundwork in place, it’s time to make the big calls. Book your event venue and your key vendors: catering, furniture rentals, music, photography, and anything else that needs a professional touch. Remember, these services tend to book out quickly, especially in peak seasons.

You’ll also want to think about your theme or overall vibe. It doesn’t have to be overly styled or complicated; just a guiding mood to help with your color palette, décor, and playlist choices.

3. Get into the details

This is where the event starts taking real shape and where the fun (and occasional indecision) begins!

Start with your menu: are you serving a full meal, small bites, or sweet treats only? Think about dietary needs, drinks, and how food will be served. Then move on to seating that suits your style and space. Next, think about the look: colors, flowers, table décor, signage, and whether you’re doing it all yourself or calling in help.

Don’t forget the entertainment, either. A playlist is great, but maybe you want a live musician or lawn games too.

Finally, send your invites. Whether it’s a gorgeous Canva design or a group chat, get invites out early and include RSVP info to help finalize numbers.

4. Prep for the big day

A little prep here can save you a lot of stress later. We recommend confirming everything, from vendor times to who’s bringing the ice. Write down a full list of supplies so nothing gets forgotten (yes, even the matches!). Make a setup plan: who’s laying the table, lighting the candles, or topping up drinks? Even if you’re doing most of it yourself, having a plan helps you stay calm.

Then, create a simple timeline: when setup begins, when guests arrive, and when things like food, toasts, or entertainment will happen.

And always have a Plan B. If the event is outdoors, do you have a sheltered option in case of bad weather? Pro tip: bring extra batteries or extension cords.

Finally, send a quick message to guests a few days before with details like parking, timing, or weather updates.

5. Enjoy the moment

After all your planning, you deserve to be present and have fun! So once the event starts, let go of the little things. Trust your prep, and step out of host mode whenever you can. Remember, your guests want to spend time with you. Make sure the memories last: ask a friend to take photos or hire someone to do it professionally.

A word from the wise: not everything will go perfectly, and that’s okay. If your guests are fed, relaxed, and smiling, you’ve done a beautiful job.

6. After the event

The party might be over, but there are still a few final touches that we recommend to wind up an even well executed. Start with a quick thank you message to guests, vendors, or anyone who helped. At the same time, consider posting your favorite photos or dropping them into a shared album so everyone can relive the moment.

Pack away decorations you want to reuse, donate leftover food if you can, and make sure you’ve tied up any final invoices or tips. If the event was a big one or something you’ll host again, take five minutes to note what worked (and what didn’t). Future you will be grateful.

Most importantly, take a breath and pat yourself on the back—you pulled it off!

Get the only event planning checklist you’ll ever need

Skip the stress and regrets and actually enjoy your event! Our step-by-step event planning checklist will help you relax, knowing you have everything under control.

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