Private event checklist for your next dinner party, live show, or workshop

Have you been planning parties on the side for some time, but perhaps not officially (yet)? Getting ready to transition into bringing your event hosting hustle front and center? 

Let’s face it, organizing events is chaotic. And with all of the bumps along the road, it’s  important not to forget anything amidst all the distraction!

Fear not, dear event planners! We have come to the rescue with an all-inclusive list to help you stay on track. 

Put time management at the top of your event planning checklist 

“Time Management” is not a singular activity or task in the planning process. But the reason we have it as Number One on your checklist is because it needs to be the foundation of everything else on your to-do list. 

So, when you know the things you need to do to host a successful private event, you also want to know when you plan to accomplish each planning task, as well as how long each task will take.

On making time your closest ally, celebrity event planner Colin Cowie via Barron’s elaborates: 

“…Be well prepared and do as much in advance as possible. You want to be a guest at your own party and not running around like an unorganized planner would be.

“The more relaxed and collected you are, the better the party will be.” 

Simple, right? It truly is. And to further solidify this concept, we are going to make another suggestion that can kickstart your ability to center time management as a host.

What if we told you that valuing your time, you guests’ time, and that of your collaborators will make you better at managing it? 

Hear us out: when you see time as precious, you are typically more well-prepared as a host. You will also be able to handle any surprises with ease as a result. Getting into a time-valuing mindset will enhance your relationships in the event space. 

Your guests can tell if you value their time by the way you conduct your event and the ticketing technology you use. You can take your customer service to the next level with an app like Pay2Stay, because it makes time-valuing both intuitive and simple.

Your attendees don’t have to pay for the time they don’t spend at your event if you so choose, and check-ins are truly a breeze. The point of an event is to be at the event, after all. Not in the ticketing line!

Next in the time-management set of to-do’s is for you to identify which tasks will take the longest. You want to set the most time-consuming tasks at the top of your list and proceed to tackle each one as early as possible. 

Challenge accepted? Just checking in with you before we proceed.

Let us hear you say: 🗣️👇

List of private event tasks to be prepared, booked, and checked

Now for the fun part: the checklist!

Keep in mind, this list is super helpful for all event hosts (and we do mean ALL). It doesn’t matter if you’re hosting celebrity brunches, intimate musical performances, or corporate meetings — this private event planning checklist can help you tighten your operations quickly!

Depending on the type of event you are hosting, some of these duties could be accomplished up to a year in advance (no kidding!). Either way, keep the following on file so you can refer to it and avoid all the craze that quickly sucks you in when you’re disorganized.

☑️Venue location

Scouting venues can be overwhelming even for a long time event organizer. But this is a very important element to solidify (for obvious reasons) so get this part squared away before it’s too late!

☑️Your event’s staff, suppliers, or speakers

The “Triple S”! Hiring event speakers, staff, and suppliers needs to be locked down as soon as possible. But don’t just eye them with a mental note for last-minute inquiries. What if they’re not available or agreeable, then?

It’s important to have your deals negotiated, which can take a little more time than you may expect. In addition, these have a direct impact on your event’s overall logistics and budget. Address these early! 

☑️Your booking date and time

Ah, the dreaded calendar! It’s time to make friends with it, because shaky bookings are a bad look. You want to get your dates and times lined up and confirmed before you build your itinerary, your guest list, or the rest of the items on this checklist!

☑️Your itinerary 

Once you know your booking date and time, it’s time to set your itinerary! Some hosts learn the hard way that working out your itinerary with your venue’s manager and your team members early enough is a big power move.

The more clarity you have as an organizer, the better you can control the set-up, look really professional, and frankly, waste no-one’s time!  

☑️Your guest list

Treat your guest list like the valuable treasure that it is! Do whatever you need to do as a host to not only get your guest list curated, categorized, and informed, but leverage it for future events.

For more tips on how to maximize guest attendance, check out “how to hedge no-shows as an in-person event host”.

☑️Your payment plans

Getting your contracts and payment plans negotiated early will pay off in so many ways. Doing the work it takes to keep your payment budget in order will keep your team, your attendees, and your other collaborators happy and able to rely on you as a host. 

☑️Your promotional materials

It’s not uncommon to save your promo materials for the very last minute, but you can majorly benefit from getting them designed well in advance. Especially if you’re working with freelance designers and the like, it’s best to stay punctual and organized with this task. 

For your checklist: some niche add-ons

☑️Menu

Similar to your itinerary, if you’re planning to have a catered event, it’s best to get your menu mapped out sooner rather than later. The same goes for any guest chefs you may be booking, or again, the wine list. You’ll want all of this info to be present on your menu as well. 

☑️Live show details

This includes sound and equipment needs, acoustic limitations of the venue that need to be communicated, and prerequisites from your performers or speakers (if any).

If you’re working with a lighting designer, you’ll also want to have open communication to work out any need for further oversight. Oh, and allocate ample time for rehearsals!

☑️Lesson plan or lecture

If you are featuring a guest speaker for your event, as you make your itinerary, you’ll want to get the full scoop on what they are planning to talk about! And not just a run through but a very detailed description or printout! Trust us, you will be thankful you did.

☑️Materials 

Indispensable for workshops. Depending on the type of workshop you’re hosting, you may be required to have printed materials and branded stationery, utensils for that culinary or pottery masterclass, or other supplies at your disposal.

If this is the case, check materials off your list as early as you can (ideally, once the number of attendees is all but confirmed). Get the stuff ready and packaged so that each of your guests can enjoy their individual experience!

Keep this checklist on file and stay organized!

Though most events take place over the course of a mere few hours, there’s so much going into it beforehand (as you well know!). So why not take the extra time to be extra prepared?

We hope you enjoy this handy list because, if you use it in conjunction with your other organization tools, you’ll always be on top of the next task and ready for anything!