The Ultimate Event Planning Checklist

Plan like a pro and host with confidence—no clipboard required.

Whether you’re organising a stylish business mixer, a team celebration, or a full-scale product launch, event planning can feel like juggling flaming cupcakes while herding cats.

But don’t panic!At Felisa Flowers and Events, we’ve planned everything from intimate dinners to large-scale experiences—always with personality, polish, and the perfect floral touch. 🌸

So here’s your no-fluff, everything-you-need event planning checklist to keep things beautiful and under control.

✅ 8–12 Weeks Before the Event

✦ Set your goals

What’s the purpose of this event? Networking? Celebrating? Educating? Know this first—it’ll guide everything.

✦ Define your budget

Be realistic and include:

• Venue hire

• Food & drink

• Styling & florals

• Tech & AV

• Travel & accommodation (if needed)

• Hidden extras (insurance, tax, staff)

✦ Choose a date

Check for school holidays, busy seasons, and major events that might affect attendance.

✦ Book your venue

Start here. Good venues get snapped up quickly—especially the stylish ones.

✦ Start designing the vibe

What’s your theme, brand colours, or desired guest experience? Think beyond a colour scheme. Think atmosphere.

✅ 6–8 Weeks Before the Event

✦ Confirm your suppliers

This includes:

• Catering

• AV / tech support

• Furniture / styling

• Florist (hi 👋)

• Photographer / videographer

✦ Create your guest list

Get clear on who you’re inviting and why. If it’s a public event, map out how you’ll spread the word.

✦ Design and send your invites

Digital? Printed? Branded? Always include RSVP details and track them.

✦ Plan the flow

• Welcome area

• Main activity or presentations

• Food & drink timing

• How guests will move through the space

• 
  

✅ 3–4 Weeks Before the Event

✦ Finalise the details

• Confirm floral designs, food choices, layouts

• Create your run sheet (timeline of the day)

• Confirm arrival times with all suppliers

✦ Style your space

This includes:

• Florals and centrepieces

• Signage and welcome desk

• Lighting, linens, and tableware

• Branded moments (hello, photo wall!)

✦ Prep your team

Assign roles so everyone knows who’s doing what—from guest check-in to AV support.

✅ 1 Week Before

• Send reminders to guests

• Print signage, guest lists, name tags

• Double-check all deliveries and logistics

• Pack your emergency kit (plasters, power banks, double-sided tape... trust me)

✅ Event Day Checklist

✔ Arrive early✔ Walk through the venue with your checklist✔ Brief all suppliers and staff✔ Triple check florals and styling✔ Keep the energy up (and snacks nearby)

Remember: something might go off-script—it’s normal. Stay calm, stay smiling, and your guests will never notice.

🌟 After the Event

• Send thank-yous to guests and suppliers

• Share photos on social media

• Collect feedback

• Write a recap blog or case study (great for SEO and showcasing your work!)

🎉 Final Thoughts

Planning an event doesn’t have to be overwhelming. With the right checklist, a bit of flair, and a team that gets it—you can create something that feels smooth, stylish, and uniquely you.

Need a hand pulling it all together—or just want someone else to remember the napkins?👉 Get in touch here – we’d love to help.