How far in advance does the checklist start?

It begins 8 or more weeks out with budget, goals and venue booking, then steps down through 4–6 weeks, 1–2 weeks, the day before, the day of, and a post-event wrap-up phase.

Does the checklist change based on event type?

Yes. Conferences, launches and workshops add AV booking (projectors, mics, livestream), while parties and galas swap that for music and entertainment tasks.

Why does it add a 10% catering buffer?

No-shows and plus-ones are unpredictable, so caterers and venues plan for a buffer above confirmed RSVPs. A +10% headcount cushion avoids running short on food and seating.

Does guest count affect the tasks?

Larger events (150+ guests) trigger extra coordination tasks like appointing a planning committee and assigning task owners, since one person cannot run a big event alone.

How does it count the days until my event?

It compares your event date to today and shows the number of days remaining, so you know which phase you should already be working in.

Event Planning Checklist Builder

Email me this result

Get this tool's output sent to your inbox, plus one useful tool a week. No spam, unsubscribe any time.

A timeline, not just a to-do list

Most event checklists are flat lists that tell you what to do but not when. The result is doing day-of tasks too late and foundation tasks too early. This builder organises everything into phases tied to how far out you are, so the venue gets booked before the invitations and the run-of-show is ready before setup day.

How it works

You enter the event name, type, date and expected guest count. The tool computes the days remaining and assembles a phased checklist: 8+ weeks (foundation and venue), 4–6 weeks (vendors and invites), 1–2 weeks (logistics and final headcount), day-before (setup and walkthrough), day-of (execution and run-of-show), and a post-event wrap-up. Tasks adapt to your inputs — AV-heavy event types add equipment booking, and large guest counts add committee and owner-assignment tasks. A catering buffer of roughly 10% above confirmed RSVPs is baked in so you don’t under-order.

Example and tips

For an 80-guest conference 10 weeks out, the builder shows you’re in the foundation phase: confirm goals and budget, book the venue, and lock the date. Catering and AV come next.

Always confirm final headcount with the venue and caterer in the 1–2 week phase — that number drives the invoice.
Build the run-of-show (minute-by-minute timeline) before setup day, and hand it to a day-of point person so you can focus on guests.
Run a debrief afterwards while it’s fresh — note what to repeat and what to change for next time.