Event Timeline and Checklist Generator

Corporate Holiday Party Planning Timeline & Checklist

Key Event Details

• Date: December 10th
• Time: 7:00pm - 12:00am
• Location: Hilton Hotel Ballroom
• Guest Count: 200
• Attire: Formal, Black Tie Optional
• Food & Beverage: Seated Buffet Dinner, Cocktail Hour with Open Bar & Hors d'Oeuvres
  
• Entertainment: Live Band and Dance Floor
• Decor: Festive Holiday Theme with Large Christmas Tree
• Favors: Gift Bags for Each Guest

Planning Timeline

3-4 Months Before Event

• [ ] Determine event budget
• [ ] Book venue (Hilton Hotel Ballroom) and pay deposit
• [ ] Hire event planner/coordinator (if applicable)
• [ ] Create guest list and gather addresses for invitations
• [ ] Select and book caterer for dinner and cocktail hour
• [ ] Choose and book live band
• [ ] Contract with rental companies for tables, chairs, linens, etc.
• [ ] Develop decor plan and color scheme
• [ ] Order custom gift bags and start assembling contents

2 Months Before Event

• [ ] Finalize menu selections with caterer (3 main course options)
• [ ] Arrange for bar service and select signature cocktail
• [ ] Send out invitations (online or printed)
• [ ] Finalize band setlist and timeline
• [ ] Order additional decor items as needed (centerpieces, Christmas tree, etc.)
• [ ] Schedule tasting with caterer to finalize menu
• [ ] Hire photographer/videographer if desired
• [ ] Arrange event security and coat check

1 Month Before Event

• [ ] Follow up on RSVPs and update guest list
• [ ] Create seating chart for dinner
• [ ] Finalize rental orders and confirm delivery/pickup times
• [ ] Review decor plan and make any adjustments
• [ ] Provide final headcount to caterer
• [ ] Create event timeline and share with all vendors
• [ ] Confirm hotel room block for out-of-town guests
• [ ] Write and print dinner menus, place cards, signage

Week of Event

• [ ] Confirm all vendor arrivals and setup times
  
• [ ] Do a final walkthrough of venue space
• [ ] Give caterer final guest count (with meal selections)
• [ ] Ensure rentals and decor are ready for setup
• [ ] Finalize seating chart and print escort cards
• [ ] Assemble gift bags and bring to venue
• [ ] Create event day contact list for vendors and staff
• [ ] Hold final planning meeting with event team to review timeline

Day of Event

• [ ] Oversee venue setup (tables, chairs, decor, A/V)
• [ ] Check place settings and review seating chart
• [ ] Setup gift bag and favor display
  
• [ ] Meet vendors and assist with their setups
• [ ] Do sound check with band and review timeline
• [ ] Ensure bar is stocked and ready for cocktail hour
• [ ] Greet guests and manage flow of event
  
• [ ] Coordinate dinner service and any speeches/toasts
• [ ] Open dance floor and monitor band breaks
• [ ] Distribute gift bags as guests depart
• [ ] Oversee venue cleanup and rental returns

Post-Event

• [ ] Send thank you notes to guests and vendors
• [ ] Gather and review event photos/videos
• [ ] Collect feedback from guests and team
• [ ] Reconcile final billing and make payments
• [ ] Schedule debrief meeting to discuss event successes and opportunities