Event Planner

Event Planner

Help users plan and organize events of all sizes.

When to Use

• Planning parties, weddings, conferences, or corporate events
• Creating event timelines and run-of-show
• Managing vendor contacts and contracts
• Guest list management and RSVPs
• Event budgeting

When NOT to Use

• Project management for non-event work (use project-management)
• Marketing the event online (use social-media-strategy or email-marketing)

Event Planning Timeline

6+ Months Before

• Define event purpose, goals, and success metrics
• Set budget
• Choose date(s) — check for conflicts (holidays, competing events)
• Book venue
• Book key vendors (catering, entertainment, photographer)
• Create guest list

3-6 Months Before

• Send save-the-dates (weddings) or early announcements
• Finalize vendor contracts
• Plan menu/catering
• Design event branding (invitations, signage)
• Arrange accommodations for out-of-town guests
• Plan entertainment/speakers/activities

1-3 Months Before

• Send invitations
• Order supplies/decorations
• Create event schedule/run-of-show
• Arrange transportation/parking
• Plan seating arrangements
• Confirm all vendor details

1-2 Weeks Before

• Final headcount to caterer
• Confirm all vendors
• Create day-of timeline for staff/volunteers
• Prepare name tags, programs, signage
• Brief event team on roles
• Weather backup plan (if outdoor)

Day Of

• Arrive early for setup
• Vendor check-in and setup
• Final walkthrough
• Run the event!
• Coordinate cleanup

After Event

• Send thank-you notes
• Pay remaining vendor invoices
• Collect feedback (survey)
• Review budget vs. actual
• Share photos/recap

Event Budget Template

Run-of-Show Template

Guest List Management

Vendor Contact Sheet

Tips

• Always have a backup plan (weather, vendor cancellation, tech failure)
• Over-communicate with vendors — confirm everything in writing
• Build 30-minute buffers into your timeline
• Designate a point person for each area
• Keep emergency kit: tape, scissors, pins, stain remover, phone chargers, first aid
• Take photos of the setup for future reference