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    EventToDo Guide

    The Complete Event Planning Checklist

    A month-by-month timeline covering every task that separates a great event from a stressful one — from 12 months out through the day itself.

    12+ months out

    Set the foundation

    • Define the event's purpose, vibe, and success metrics
    • Draft a preliminary guest count and A/B invite lists
    • Set a total budget with a 10–15% contingency line
    • Lock a target date and 2 backup dates
    • Start a shared planning workspace so collaborators aren't emailing you PDFs
    9–12 months out

    Venue & anchor vendors

    • Tour and book the venue (get the contract, deposit terms, and insurance minimums)
    • Book the photographer and videographer — the best ones book 9–12 months out
    • Reserve the caterer or in-house F&B package
    • Hire an event planner or day-of coordinator if you want your hands free
    • Send Save-the-Dates with the RSVP URL
    6–9 months out

    Experience & logistics

    • Book entertainment (DJ, band, live acts) and lock the setlist window
    • Choose the florist and confirm signature installations
    • Order or design invitations, menus, and signage
    • Book hotel room blocks and negotiate group rates
    • Confirm transportation for guests and vendors
    3–6 months out

    Details that make it feel intentional

    • Send formal invitations with the digital RSVP
    • Finalize the menu, bar package, and dietary accommodations
    • Order rentals: tables, chairs, linens, glassware, dance floor
    • Plan the ceremony/program flow with your officiant or emcee
    • Confirm the seating chart software and place-card design
    1–3 months out

    Confirmations & rehearsals

    • Confirm every vendor contract, arrival time, and load-in path
    • Finalize the run-of-show timeline with the coordinator
    • Chase remaining RSVPs and lock the guest count
    • Order welcome bags, favors, and gifts
    • Do a tasting, walkthrough, and any dress fittings
    2 weeks out

    Ship the plan

    • Send the final guest count and dietary list to the caterer
    • Share the timeline, contact sheet, and floor plan with every vendor
    • Prep a day-of emergency kit (chargers, sewing kit, stain pens, meds)
    • Confirm payment schedule, tips, and vendor meals
    • Delegate: assign point people for setup, gifts, and cleanup
    Day of

    Command center mode

    • Wake up early, eat, hydrate — the day accelerates fast
    • Vendor check-ins as they arrive; walk the load-in with the coordinator
    • Hand out timelines and radios to the team
    • Photographer captures the details before guests arrive
    • Trust the plan — enjoy the event you built