Organiser's Timeline Tips
Three or more months ahead
o Determine the exact size and style of the celebration (an intimate wedding for 50; a swish dinner for a dozen?);
o Hire or choose someone to manage the event;
o Decide on a theme or decorating style;
o Work out an initial all-inclusive party budget;
o Get it costed - including the site or venue hire, catering/alcohol needs, audiovisual, sound and lighting equipment (operation and hire); hire of plants, furniture, dinnerware and glassware; transport hire; floral displays; cakes; stationery, security and service staff, etc;
o Set up records to keep track of money, contacts and contracts;
o Finalise the party date, start and end times. Check for clashes with other events or guest commitments, then compile your guestlist;
o Create an outline of the day or evening's events. If needed, organise a site check with techs and suppliers;
o Find out whether you need any special permits or licenses;
o Book your venue or site, and line up an alternative in case of booking mix-ups or (for al fresco events), bad weather;
o Source, audition and book your entertainer(s) and speakers;
o Source any unusual or limited-issue furnishings, props, themed items, memorabilia, etcetera;
o Source or design your invitations/stationery/paper goods. Source, brief and book a party photographer or videographer;
o Get detailed, written contracts for all of it.
Three months ahead
o Source and buy decorations and paper goods;
o Organise the hire of costumes, props, furnishings, plants and equipment;
o Get quotes for and book hire vehicles;
o Check any insurance requirements. Schedule regular meetings with
key people;
o Approve final designs/wording on invitations, stationery etc;
o Finalise guest and mailing list;
o Make and confirm travel, accommodation and transport arrangements for out of town guests (early, to obtain discounted fares);
o Order stationery and printed materials;
o Decide on the details, then sign entertainers or agency contracts;
o Discuss your party theme and style, preferences and possible menus with caterers - ask to sample suggested menus and choose the one that best suits the party;
o Finalise public liability and other insurances plus any special permits;
o Finalise your audiovisual, sound, lighting and staging/dancefloor needs as well as any special effects;
o Check whether specific signage is needed at your chosen venue, parking areas etc, and if so, get it made.
Two months ahead
o Send out invitations to busy or out of town guests who might need to make special work, travel and accommodation arrangements;
o Email any entertainers to confirm the party date, time, venue and
their participation;
o Finalise transport and accommodation for staff/attendees/entertainers;
o Finalise supply and service staff contracts;
o Have an event "dry run", preferably onsite, with all the key players;
o Finalise your budget, timeline and event schedule checklist.
One month ahead
o Compile RSVPs;
o Confirm staff roles;
o Request copies of speeches or comic segments directed towards the guest(s) of honour;
o Assign seating;
o Provide your caterer with guest numbers and any special
dietary requirements;
o Arrange a meeting with all consultants, suppliers and technicians to coordinate the day's proceedings;
o Confirm bookings for the venue, hired transport and if needed, guest accommodation;
o Check delivery dates and details for party rental items - props, plants, dinnerware, decks, seating, a marquee, a jumping castle;
o Confirm venue access times with any equipment suppliers who need to set up;
o Finalise decorating plans and food/equipment delivery times;
o Order floral arrangements and confirm the delivery date and time;
o Review your timeline and make adjustments;
o Check you have the right insurance, licenses and permits.
One to two weeks beforehand
o Meet with your organiser/caterer/family members/friends for last-minute checks of arrangements and final tweaking of event proceedings;
o Compile final guestlist, then let your caterer and venue know;
o Finalise seating arrangements;
o Hire or appoint someone to do security and first aid at your do;
o Brief any staff on safety and security, emergencies, wet weather contingency plans, and appropriate dress code;
Two days before
o Double-check all start times with staff and entertainers;
o Deliver paper goods and party decorations to your venue;
o Reconfirm sound check times with your MC, DJ and any
other entertainers;
o Double-check delivery (and/or pick-up) times for any party rental equipment, hire vehicles, floral arrangements, cakes, props, furnishings and catered cuisine. (Re-confirm the day before the event);
o Check in with your guests of honour and VIP guests;
o Have cash/your chequebook/a credit card ready to pay suppliers and staff on the day.
Event day
o Oversee the arrival of equipment and supplies. Ensure entertainers, guests with duties and party staff arrive on time and are briefed and supplied with whatever they need to set up. Introduce event personnel, any entertainers, technicians and staff. Double-check all details and run through the day's proceedings one more time with technicians, entertainers and catering staff;
o Set-up a cloakroom, if needed;
o Ensure signage is in place;
o With your event manager, if you've hired one, check that all equipment operates correctly and is properly positioned: if not, adjust them;
o Do final confirmations of your arrangements and requirements with photographer(s)/videographer(s);
o For a wedding or christening, hold a final rehearsal or run-through on the morning of the day or night before;
o Ensure staff, especially parking valets and door security, are in position to vet and greet guests and/or give directions.
After the event
o Doublecheck bump out times;
o Oversee all pickups, returns and dismantling of dcor and equipment;
o Check with the venue or site managers, suppliers and security re any losses, breakages, damage or other "incidents";
o Remove any signage and rubbish;
o Assist with guests' departure and return transport;
o Send out thankyou notes to guests;
o Send out video mementos and/or information on accessing photographs to guests and, if requested, to suppliers and entertainers;
o Tie up any other loose ends.
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