Event Planning Checklist: Everything You Need to Know Before the Big Day

Brisbane’s events are not only momentous but also merrily memorable. Whether you’re organising a corporate shindig, a wedding, a birthday, or a community event, good planning ensures a successful outcome. That’s why this Brisbane event-planning checklist is such a useful tool. It takes you from first thought to execution and even considers the post-event period. Follow it, and you’re bound to cover all the bases!

Introduction to Event Planning: The Key to a Seamless Event

Event planning means bringing your vision into reality, and everything has got to work just right. So, be it a stylish cocktail party on Brisbane’s South Bank or an outdoor wedding with Moreton Bay as a backdrop, the key to success for a Social Event is in the details. You should look at planning as the foundation on which the entire event is built-if it is solid, then all other things will fall into place.

What is an Event Planning Checklist?

The event planning checklist is the ultimate guide through the event planning journey. In essence, it’s a rather detailed, step-by-step list of everything that needs to be executed, organised by timeline from venue booking down to the very last step of vendor confirmation and invitation sending. An organised checklist can assure you that nothing falls between the cracks. And we all have been there-forgetting to book parking or centrepiece arrangements because you are juggling a hundred other things!

Why is Planning Important Before the Big Day?

It takes a load off your mind and will enable you to enjoy your event as much as your guests. Think of it like going on holiday: you wouldn’t leave everything to the night before, would you? The same with event planning: whether you are organising a corporate seminar in Brisbane CBD or a laidback beachside celebration, a clear plan means less surprises and more fun on the day.

Step-by-Step Event Planning Guide: How to Plan an Event

Let’s dive into all you need to know for acing your perfect event:

Step 1: Define Your Event Purpose and Goals

Every great event starts with a clear purpose. What do you want to achieve? For example, if it’s a charity gala in Brisbane, your event goal might be to raise a certain amount of money for a particular cause. For the corporate event, it may be to celebrate something-which can be called a milestone-or an opportunity to network with clients. Having a clear vision will help shape every decision, from your choice of venue through to your event programme.

Step 2: Set Your Budget

It is so important to get the budget just right early on, as this will guide every step. Categorise into the likes of venue, catering, entertainment, and marketing. If, for example, you are having a conference at the Brisbane City Hall, you would want to put a big chunk into that, and also AV equipment rental. On the other hand, leave a little wriggle room for those unexpected expenses, because there’s always a few of those!

Step 3: Pick the Perfect Venue

Clearly, the venue is everything, and Brisbane has a host of brilliant options to consider.

As you begin to select your venue, you will want to look at numbers expected, the style of the event, and logistics such as parking, accessibility, and weather if it is outdoors.

Step 4: Create a Timeline

A detailed timeline ensures you stay on top of it, from planning all the way through to the big day. Be sure to note any deadlines that you need to meet!

Step 5: Secure Vendors and Suppliers

The key to ensuring your event runs smoothly is booking reliable vendors. From caterers and florists to photographers, there are a great many talented suppliers throughout Brisbane.

Always get things in writing and keep the lines of communication open to avoid any last-minute confusion!

Step 6: Plan the Guest List and Invitations

Your guest list goes a long way in informing the size of your venue to catering needs. Start off by listing anyone you want to invite, taking into consideration whether they will need accommodation or special dietary requests. If this is for a corporate networking event, for instance, there are key stakeholders, partners, and potential clients that you’ll want to include.

Make sure to send out invitations early so that your guests can RSVP in due time!

Step 7: Develop the Event Program and Schedule

The event program will give you the skeleton for the day: this can include everything from the order of speeches down to entertainment and dinner service. Be sure to allow times for breaks and keep everything to timing to avoid disrupting the flow.

Detailed Event Planning Checklist: What to Do Before the Event

Next you can get to work detailing your timeline for your event. Here are some examples:

6 Months Before the Event

• Finalise the event date and book the venue.
• Research and contact all vendors.
• Set goals of events and key elements.

3-4 Months Before the Event

• Finalise your guest list, then distribute save-the-dates or invites.
• Arrange for any licences you will need, especially for events taking place in Brisbane City Council areas or parks.

1-2 Months Before the Event

• Confirm the bookings of all vendors. Verify your florist has placed an order for the right flowers, your caterer has your final head count.
• Review the event schedule and confirm the key timings with all involved.
• Organise guest transportation or accommodation if guests are coming from out of Brisbane.

1 Week Before the Event

• Do a final run-through of the event day. Go to the venue and visualise how the day will go.
• Finalise seating plans, guest lists, and any special requirements of your attendees.

Day-of Event Checklist: Keeping Everything on Track

Now for the big day:

Event Setup and Logistics

Arrive early and start supervising the setup!  If you are holding a wedding reception at a venue like Brisbane’s Victoria Park, make sure that florists are there setting up, the seating is in their correct positions, and the AV team has all the required equipment present.

Managing Vendors and Staff

Check in with your vendors and staff at regular intervals through the day to make sure everything is going according to plan. You will want to know early if the caterer will be late or if the lighting hasn’t been set up right.

Managing the Guest Experience

Be warm and make your guests feel welcome right from the word go. Whether it is a corporate event or a wedding, being made to feel welcome goes a long way.

Handling Last-Minute Emergencies

Things may go wrong, but with proper preparation, you can face that situation calmly.

Did the AV suddenly crash in the middle of a keynote presentation at your Brisbane conference? Have a backup USB of the presentation in your bag or have another microphone handy, just in case.

Post-Event Planning: What to Do After the Event

Your event is over and everything has run smoothly, now what? There are some key post-event steps that you can follow:

Event Wrap-Up and Breakdown

The event may be finished, but yours isn’t! Once the last guest has gone home, make sure everything gets packed away and returned. You will need to ensure all equipment hired out is returned and any hired spaces are cleaned up after use.

Gathering Feedback and Evaluating Success

Gather feedback from guests and vendors that may be of help in the planning of future events. A post-event survey may be a good idea to get an idea of what went well and what needs improvement next time.

Post-Event Follow-Up with Guests

Book Your Next Event!

Done properly, planning any event in Brisbane is truly a satisfying experience! From choosing just the right venue to making sure the day-of runs without a hitch, this checklist will keep you on track and right where you need to be.

Whether it’s a large corporate event or more intimate wedding, attention to minute details separates merely good events from those remembered forever. Now go ahead, take a deep breath, and begin with the planning to make it a spectacular one!

The Broncos Club was the place to go for an iconic Brisbane venue. Broncos Club is uniquely situated in the heart of Red Hill and offers first-class event spaces with world-class catering facilities.

Spaces within the club can be tailored to suit a small group right through to a large, check out the Broncos Function Roomsfor more details!