The complete event planning checklist
Seven phases, from first idea to post-event wrap-up. Work through it in order and nothing important gets forgotten — whether you are planning a wedding in Jos, a corporate launch in Abuja, or your first paid client event.
1. Concept, objectives & budget
Every well-run event starts on paper. Before you speak to a single vendor, define what success looks like and what you can spend.
- Write a one-line event purpose (celebration, launch, fundraiser, conference).
- Set 2–3 measurable objectives (guest count, funds raised, leads captured).
- Estimate guest numbers with a realistic range, not a single figure.
- Draft a line-item budget: venue, catering, décor, sound/light, photography, logistics, contingency.
- Ring-fence 10–15% of the budget as contingency for late changes.
- Decide the decision-makers and who signs off on spend.
2. Date, venue & core vendors
Date and venue lock everything else in place. Book the vendors whose calendars fill first.
- Shortlist 3 dates and check for clashes with public holidays and religious calendars.
- Inspect venues in person: capacity, power supply and generator, parking, restrooms, kitchen access.
- Confirm what the venue includes (chairs, tables, cooling, security, clean-up).
- Get written quotes and read cancellation and postponement clauses before paying.
- Book the vendors that book out earliest: venue, caterer, photographer/videographer, sound.
- Pay deposits only against a signed contract and a dated receipt.
3. Design, guest experience & communications
This is where the event stops being a booking list and starts becoming an experience.
- Build a mood board: colour palette, florals, linens, stationery, lighting direction.
- Map the guest journey: arrival, seating, food service, programme, exit.
- Finalise the guest list and collect contact details in one sheet.
- Send save-the-dates, then invitations with RSVP deadline and dress code.
- Plan dietary options and label them clearly on service day.
- Brief the MC/host on tone, names and pronunciation.
4. Logistics, run-of-show & risk plan
The run-of-show is the single most valuable document you will produce. Everyone on site should have it.
- Write a minute-by-minute run-of-show from vendor load-in to load-out.
- Draw a floor plan with stage, service points, power drops and emergency exits.
- Confirm final headcount with the caterer and the venue.
- Assign owners: one named person per area (guests, vendors, programme, payments).
- Write a contingency plan for rain, power failure, late vendor and medical emergency.
- Confirm permits, security and any noise or road-closure approvals.
5. Final week confirmations
No new decisions this week — only confirmations.
- Re-confirm every vendor in writing: arrival time, contact person, deliverables.
- Share the run-of-show and floor plan with all vendors and your team.
- Prepare an emergency kit: extension cords, tape, scissors, sewing kit, first aid, spare cash.
- Print seating charts, signage, name cards and programme sheets.
- Schedule payments due on the day and note who carries them.
- Walk the venue one final time with the venue manager.
6. Event day execution
Your job on the day is not to do everything — it is to hold the timeline.
- Arrive before the earliest vendor and supervise load-in.
- Run a technical check: microphones, playlist, projector, lighting cues.
- Brief ushers and security on guest flow and VIP handling.
- Keep the programme moving — protect the timeline against overruns.
- Assign someone to capture content for social media and testimonials.
- Supervise load-out, settle balances and collect all items and deposits.
7. Post-event wrap-up
The wrap-up is where you turn one event into your next booking.
- Send thank-you notes to guests, sponsors and vendors.
- Reconcile the budget: planned versus actual, with reasons for variance.
- Collect feedback from the client, guests and your own team.
- Review photos and video, then request written testimonials.
- Write a short lessons-learned note and update your vendor rating list.
- Archive contracts, receipts and the run-of-show for the next edition.
Want to plan events like this professionally?
The Planning Forge is our Event Planning & Business Foundation Training — the same checklists, contracts, budgeting and vendor systems we use on live client events, taught hands-on. Physical and virtual tracks are open.
See the training & reserve a seatFrequently asked questions
How far in advance should I start planning an event?
For a wedding or large conference, start 6–12 months ahead. A mid-sized corporate event needs 3–4 months, and a small private celebration can be delivered well in 6–8 weeks if the venue and caterer are available.
What should an event budget include?
Venue, catering and service, décor and florals, sound and lighting, photography and video, stationery, logistics and transport, staffing, permits and security — plus a 10–15% contingency line.
What is a run-of-show?
A minute-by-minute schedule of the event from vendor load-in to load-out, listing each moment, who is responsible and what is needed. It is shared with every vendor and team member before the day.
Do I need a professional event planner?
If the event carries reputational or financial risk, involves multiple vendors, or you cannot be present to manage the timeline yourself, a planner pays for themselves in avoided mistakes and negotiated vendor rates.
Planning something specific? Talk to our team or request our rate card.