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If you have a big event on the calendar coming up, you may start to feel the pressure of getting your planning tasks in order and finalizing details of what needs to be done. Luckily, we’ve got the ultimate event planning checklist outlined to help you in the months leading up to your event.
The Perfect Checklist Makes Planning Easy
Planning an event can be super stressful. From coordinating schedules to managing budgets to securing venues, the sheer volume of details can quickly become unmanageable. Luckily, a well-structured checklist and the perfect venue can take the weight off your shoulders and ensure you don’t miss any crucial steps along the way.
What Should I Include on My Event Checklist?
An event checklist should include tasks that cover all the essentials. A general party planning checklist includes the basics, but you can always tailor this, adding categories as needed depending on the specifics of your event.
1. Choose the Date
The first big step is choosing a date. Just remember to keep an eye on holidays and any other events happening around that time, and make sure your guests can make it.
2. Decide on a Budget
Before diving into the planning process, it’s super important to set up a budget! It’ll keep you on track and help you dodge any surprise expenses.
3. Select the Perfect Venue
The venue is one of the most important aspects of an event. It sets the tone and atmosphere for your guests and can also impact other aspects such as catering and decorations. Make sure to visit and compare multiple venues before making a final decision.
If you’re still stuck on a venue, consider Stars & Strikes! As a family-fun center with bowling, axe-throwing, laser tag, and more, we have the perfect space for any fun-filled event.
4. Decide on a Theme
Having a theme for your event can make it more memorable and fun. Make sure to choose a theme that aligns with the purpose and audience of your event. For example, if you’re throwing a kid’s birthday party, a superhero or princess theme will get all the kids excited!
5. Send Out Cohesive Invites
Your invitations should match the theme and tone of your event. This will set expectations for your guests and give them a taste of what’s to come!
6. Hire Vendors
Depending on what kind of event you’re throwing, you might want to snag some awesome vendors like caterers, photographers, and entertainers. Just make sure to do a bit of homework and book them ahead of time to avoid any last-minute chaos!
7. Decide on an Event Schedule
Create a detailed schedule! It’ll help everything run like a well-oiled machine and keep those important details from slipping through the cracks. Don’t forget to jot down when your vendors should arrive, sketch out a timeline for all the fun activities, and throw in some breaks to keep everyone energized!
8. Plan the Menu
If your event is serving up some delicious food, pick a menu that caters to everyone’s dietary needs and preferences. And remember the drinks too—nobody likes to be left thirsty! To make life easier, why not go with a vendor that provides catering or has food on-site?
9. Confirm RSVPs
As the big day gets closer, don’t forget to check in on those RSVPs! It’s super important to know who’s coming so you can plan for the venue, food, and all the fun details.
10. Shop for Decor and Last-Minute Items
Make a fun little list of any decorations or last-minute goodies you might need for the event. Think cute signage, party favors, and any extra supplies that could spice things up. And don’t leave it all to the last minute—shopping ahead will save you from that last-minute scramble and let you enjoy the party even more!
Event Planning Timeline
If you already have a general idea of your event, the best way to start planning is by creating a timeline! This will keep you on track and help you prioritize tasks.
- A Few Months Before: Identify a date, get in touch with the venue, speakers, or partners, and work on tasks such as registration or tickets. This is the time to solidify marketing details, create publicity plans, and get the details for the cost.
- One Month Before: It’s time to move on to planning and logistics. This can include reviewing contracts, menus, or activity agendas and organizing details with the venue. Start getting those invitations out so people can add it to their calendars.
- One Week Before: Work on final confirmations of all the details. Circle back around with any vendors, speakers, or other organizations you’re working with and confirm times, presentations, etc. Make sure to send out reminders of the event and continue to work on promoting the event through email and social media.
- The Night Before: Run through the schedule yourself and take the time to set up the venue if you can access it ahead of time. Finalize the last details regarding your event such as signage or supplies like paper, pens, utensils, etc. Finally, don’t forget to take a deep breath and sneak in a good night’s sleep before the big day!
Streamline Your Event With Stars & Strikes
If you’re looking for the perfect place to host your next event, check out the fun we offer at Stars & Strikes! With exciting activities like bowling, axe throwing, laser tag, arcade games, and more, we have something for everyone to enjoy.
From corporate events to birthday parties, we’ve got you covered! Contact us today to start planning your next event at Stars & Strikes.
