Events look chaotic from the outside, but the calm ones all have the same thing in common: a plan that started early and a single person owning the moving parts. Here’s the checklist I work through, from first idea to pack-down.
8–12 weeks out – concept & foundations
- Lock the purpose. What is this event *for*? Every later decision flows from the answer.
- Set the date, format and rough budget.
- Confirm the venue (or platform, if it’s online).
- Draft the guest list and how you’ll invite them.
6–8 weeks out – suppliers & content
- Book the suppliers you can’t run without: catering, AV, photographer, speakers.
- Start promotion – save-the-dates, social, email.
- Map the run of the day, even loosely.
The secret to a calm event isn’t doing more. It’s deciding more beforehand.
3–4 weeks out – logistics
- Confirm numbers and follow up RSVPs.
- Build the run sheet: every moment, who’s responsible, and when.
- Check the details that derail events – parking, accessibility, dietary needs, wet-weather plan.
1 week out – final checks
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Reconfirm every supplier in writing.
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Brief everyone helping on the day.
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Print, pack and prep – name tags, signage, equipment.
On the day
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Arrive early. Walk the space. Fix what’s off before guests arrive.
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Run the run sheet. Let it carry the timing so you don’t have to.
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Have one person (not you, ideally) as the go-to for problems.
After
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Arrive early. Walk the space. Fix what’s off before guests arrive.
-
Run the run sheet. Let it carry the timing so you don’t have to.
-
Have one person (not you, ideally) as the go-to for problems.
The secret isn’t doing more on the day. It’s deciding everything before the day, so the event runs on a plan instead of adrenaline.
20+ years bringing structure to admin, operations, projects and events for service businesses across Australia.
Running an event and want it handled end to end?
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