Event Planning Timeline
A step-by-step checklist to keep your event planning on track.
12 weeks out
Set your budget
Determine total budget and allocate by category (venue, catering, entertainment, decor, etc.)
Choose event date
Pick 2-3 potential dates and check vendor/venue availability
10-11 weeks out
Book your venue
Visit and secure your venue. Review contracts carefully before signing.
Start vendor search
Research and request quotes from caterers, DJs, photographers, and other key vendors.
8-9 weeks out
Book priority vendors
Lock in catering, entertainment, and photography. These book fastest.
Create guest list
Finalize your guest list and collect addresses/emails for invitations.
6-7 weeks out
Send invitations
Send digital or physical invitations. Include RSVP deadline 3 weeks before event.
Book remaining vendors
Secure rentals, lighting, decor, and any specialty vendors.
4-5 weeks out
Confirm all vendors
Reach out to every vendor to reconfirm date, time, and requirements.
Plan event flow
Create a detailed timeline of the event: arrival, activities, speeches, music, food service.
2-3 weeks out
RSVP follow-up
Follow up with guests who haven't responded. Finalize headcount.
Submit final guest count
Give caterer and venue the final headcount.
1 week out
Final vendor walkthrough
Visit venue with key vendors. Review setup/teardown plan.
Prepare payments
Confirm final payments, tips, and gratuities for vendors.
Day before
Pack event essentials
Signage, guest book, card box, emergency kit, phone chargers, etc.
Event day
Enjoy your event!
Arrive early, greet vendors, then relax and enjoy what you've planned.