Whether you’re planning an extravagant wedding reception or coordinating an important charitable event, Olivia Restaurant’s comprehensive event planning checklist will help you stay organized in the months leading up to your party, gala, or conference. If you have any questions or concerns, allow Olivia Restaurant’s experienced event planners to help you navigate the often-confusing process of booking, scheduling, and finalizing every detail.
6-8 Months Before The Event
Establish Event Goals & Objectives
Based On Objectives & Event Size, Select Possible Venues
Get Cost Estimates For Venue Rental, Catering, Equipment, Speaker Fees, Etc.
Create A Budget
Reserve A Venue & Set Event Date
Recruit Event Committee / Hire Event Coordinators
If Corporate Event, Create & Launch Publicity Campaign
Identify & Book Speakers / Presenters / Entertainers / Priests
If Charitable Event, Identify & Contact Possible Sponsors / Partners
3-4 Months Before The Event
Finalize Event Schedule
Make All Travel & Accommodation Arrangements
Sign Contracts For Venue Rental, Catering, & Vendors
If Needed, Investigate Need For & Acquire Special Permits, Licenses, Insurance, Etc.
Arrange Details Regarding Parking, Sign-In Tables, Security Detail, Etc.
Attend Menu Tasting / Finalize Event Menu / Commission Cake
Create Event Script For MC, Speaker Introductions, & Closing Remarks, If Needed
If Corporate Event, Develop Publicity Pieces Like Newsletters, Blog Posts, & Press Releases
Request Logos & Biographical Material From Corporate Sponsors
Develop & Print Invitations, Programs, Posters, Tickets, Etc.
Formally Invite Media Outlets, If Needed
Create Event Pages (Facebook, Twitter, Google+, Etc.)
Book Photographer & Videographer
Register Your Event On Online Event Calendars
2 Months Before The Event
Finalize Guest List & Make Seating Arrangements
Reconfirm Speakers, Entertainment, & Catering Services
Reconfirm Travel Arrangements & Accommodation Details
If A Corporate or Charitable Event, Release Press Release Regarding Notable Attendees
Reserve Tuxedos And Dresses
1 Week Before The Event
Arrange Meeting Of Committee Chairs & Double-Check Backup Plans (If Applicable)
Finalize Event Script
Speak With & Inform Hosts, Greeters, & Volunteers About Their Event Duties
Finalize Seating Arrangements & Create Place Cards
Provide Final Guest Count To Caterer
Make Copies Of All Speeches, Videos, Presentation Materials, Etc.
Determine & Confirm Photo & Interview Opportunities With Presenters, VIPs etc.
The Day Before The Event
Confirm Time & Place For Media Or Photographer
Dress Rehearsal / Audio & Video Check / Lighting Check
Ensure Tables Are Prepared & Stocked With Necessary Items
Bring All Non-Food Items, Gifts, Plaques, Etc. To Venue
The Day Of The Event
Go Over Last-Minute Details / Trust Your Planning Will Pay Off
Have Fun!
For more great advice and other event planning articles, visit the Olivia Restaurant Entertainment Blog or contact Olivia Restaurant today to meet with one of our professional event coordinators.