Most event problems aren't bad luck. They're tasks left too late: the venue that's already booked, the sound engineer who isn't available, the flyer that went out four days before. A simple timeline keeps everything moving. Adjust it for the size of your event, as a big conference needs more time and a small dinner needs less.
Eight weeks or more before
Define the event. Write down what it is, who it's for, roughly how many people you expect and what you want guests to take away. Every later decision gets easier once this is clear.
Set a budget. List every cost you can think of and add a buffer for surprises. Decide how you'll cover it: tickets, sponsors, a bar, or your own pocket.
Choose a date. Check it doesn't clash with holidays, big events in your city or anything your audience is likely to be doing. For evening events, think about traffic and how people will get home.
Book the venue. Visit in person. Check capacity, power and backup power, toilets, parking, access for guests with disabilities, and what the venue provides compared with what you'll need to bring.
Six weeks before
Confirm your key people. Performers, speakers, MC, DJ, photographer, caterer, security. Get agreements in writing, including times, fees and what they need from you.
Create your event page. Set up your tickets or RSVPs, write a clear description and choose a cover image. Keep it as a draft until everything is confirmed, then publish.
Plan your promotion. Decide where you'll promote the event and when. Prepare a flyer and a few posts in advance.
Four weeks before
Open ticket sales. Publish the event and share the link everywhere. Start with early-bird tickets if you're using them.
Brief partners. Send performers, speakers and sponsors the event link and ask them to share it.
Order what takes time. Branded items, printing, decor and anything that needs to be made or delivered.
Two weeks before
Check your numbers. How many tickets have you sold or RSVPs have you received? If you're behind, now is the time to push promotion, not the day before.
Finalise the run sheet. Write down the programme minute by minute, from when the venue opens to when you have to be out. Share it with everyone working on the event.
Confirm logistics. Generator fuel, sound check time, deliveries, parking arrangements and security briefing.
The week of the event
Remind guests. Send a reminder with the date, time, address and anything they need to know. Tell them their tickets are in their email.
Prepare check-in. Decide who will be at the door and test check-in on their phones. Charge everything and pack power banks.
Confirm every vendor. A quick call to each one the day before saves a lot of stress.
On the day
Arrive early. Give yourself time to deal with the things that always go wrong: a missing cable, a late delivery, a locked room.
Do a sound check and walk-through. Walk the route a guest takes, from the gate to their seat, and fix anything confusing.
Start on time. Guests who arrived on time notice when you don't.
After the event
Thank people. Message your guests, performers, partners and team. Share photos while people are still talking about it.
Review the numbers. How many tickets sold, how many people came, what it cost and what it brought in. Your dashboard has the sales and check-in figures.
Write down what you learned. What worked, what didn't and what you'd change. Next time, this list is your starting point.
