📋 Planning
The 90-Day Event Planning Checklist: Nothing Falls Through the Cracks
A week-by-week timeline from the moment you book a client to the final moment of the event — built for professional planners managing multiple clients simultaneously.
Every event that goes wrong does so for one of three reasons: something wasn't decided early enough, something wasn't confirmed close enough to the date, or something wasn't communicated clearly on the day. This checklist eliminates all three.
These 90 days are organized into six phases. Planners who use a system like this find they spend significantly less time on reactive firefighting — and significantly more time on the creative work that actually grows their reputation.
How to use this: Print it, save it to Asana as a template, or copy it into whatever system you use. Clone it for every new event. The investment of 15 minutes now saves 10 hours later.
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Phase 1 · Days 1–7
Discovery, Contract & Foundation
Hold a full discovery call — minimum 45 minutes
Cover: vision, vibe, budget, guest count, must-haves, non-negotiables, and any family/stakeholder dynamics you need to know about. Record the call with permission or take detailed notes. Everything that happens over the next 90 days flows from how well you understand the client's actual vision vs. what they say they want.
Send a signed contract and collect deposit within 48 hours
Don't start working until both are received. The contract should cover: your scope, payment schedule, cancellation policy, overtime fees, and who owns any purchased materials. Use HoneyBook or a lawyer-reviewed template — never a handshake deal regardless of how well you know the client.
⚡ Use HoneyBook to send, track, and get e-signed contracts in under 10 minutes
Create a shared project folder and communication protocol
Set expectations: how you communicate (email only vs. text ok?), response times, how decisions get approved. Create a Google Drive or Dropbox folder with sub-folders for: Venue, Catering, Entertainment, Florals/Décor, Guest List, Run of Show, Invoices. Share it with the client immediately — it signals professionalism and keeps everyone aligned.
Lock the date and send digital save-the-date invitations
The earlier guests know, the better attendance you'll get. A cinematic digital save-the-date lands dramatically better than a plain email. Create and send it the same week the date is confirmed — before the venue is even booked. Early momentum signals to guests that this event is real and worth clearing their calendar.
🎬 Create a save-the-date in CinematicCard in under 10 minutes
Build the initial budget tracker
Create a spreadsheet with columns: Category, Budget, Actual, Paid, Outstanding, Notes. Categories: Venue, Catering, Entertainment, Décor/Florals, Invitations, Photography/Video, Transportation, Staffing, Miscellaneous (always allocate 8–12% buffer here). Share it with the client so there are zero surprises.
Pro Tip: In your discovery call, ask "What's the one thing you're most worried about for this event?" The answer tells you where to focus your energy and — critically — where to set client expectations early. If they're worried about catering, book that vendor first and confirm it twice as often.
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Phase 2 · Days 8–30
Venue, Key Vendors & Master Plan
Tour and contract at least 3 venue options
Never present a client with just one venue choice — it limits their ownership of the decision. Tour venues personally before recommending them: assess parking, load-in access, acoustics, lighting (natural and artificial), backup power, and whether the space will actually look good at night. Negotiate: most venues will waive the corkage fee or include extra setup time if you ask.
Book photographer/videographer (these fill up earliest)
Good photographers book 6–12 months out. If the event is within 90 days, you need to move on this immediately. Require: portfolio review, contract, deposit, and a 30-minute pre-event call to walk through the shot list. Share the shot list template you've developed — it shows you're experienced and sets the deliverable expectations clearly.
Draft and distribute the master Run of Show document
This is the single most important document you'll create. Start with: arrival time → doors open → first guest expected → program start → program end → teardown begins → all vendors out. Every vendor gets a copy. Update it as details evolve. By day-of, every vendor should know exactly what's happening at every moment without needing to ask you.
Get formal catering bids — minimum 3 vendors
Require: per-person pricing, menu options, staffing included, setup/breakdown time needed, what equipment they bring vs. what you need to rent, dietary accommodation capability, and references from similar-sized events. Compare apples to apples by standardizing your RFP (Request for Proposal) across all caterers.
Create the preliminary guest list and open RSVP tracking
Get the client's full guest list in a spreadsheet with: name, email, relationship to host, dietary restrictions, plus-one status. Open RSVP tracking from day one — the earlier guests respond, the more accurate your headcount for catering, seating, and rental orders. Use CinematicCard's RSVP tracking so you see responses in real time without chasing spreadsheets.
📊 Real-time RSVP tracking is built into every CinematicCard invitation
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Phase 3 · Days 31–60
Design, Details & Confirmations
Send formal invitations with RSVP deadline
Send invitations at Day 45–60, with an RSVP deadline of Day 75 (2 weeks before the event). This gives you time to chase non-responders and give a final headcount to the venue and caterer. Digital invitations via CinematicCard track opens and RSVPs automatically — you'll know who's seen it and who hasn't without sending awkward follow-up emails.
Finalize décor vision and place rental orders
Rental companies require orders 4–8 weeks in advance for popular items (ghost chairs, specialty linens, high-end tableware). Place rental orders by Day 45 at the latest. Get the confirmation in writing. Follow up 2 weeks before the event with a written reconfirmation of every item, quantity, delivery time, and contact person on event day.
Confirm florals with detailed brief
A floral brief should include: table count, centerpiece height preference (low/high), color palette with reference photos, ceremony/focal flowers if applicable, delivery time, setup time needed, and whether the florist strikes the arrangements or you handle it. Confirm in writing. Send a confirmation call 1 week before.
Book entertainment and create detailed performance brief
DJ/Band brief: load-in time, soundcheck window, set times, must-play list, do-not-play list, MC responsibilities, equipment they supply vs. what the venue provides, and emergency contact. For bands: verify they have liability insurance. Get the venue's decibel limit and communicate it to the entertainment — surprise noise complaints end events early.
Draft seating chart and coordinate with caterer
Seating charts are one of the most politically fraught parts of event planning. Get client approval on the logic (who sits near whom, who absolutely cannot be near whom) before you assign tables. Build it in a tool like AllSeated or a Google Slides diagram. Share dietary restrictions with caterer by table and seat number to prevent day-of chaos.
Pro Tip: By Day 45, you should have every major vendor contracted. If you don't, something is at risk. Create a vendor status tracker (one row per vendor, columns: Contacted → Quoted → Contracted → Deposit Paid → Confirmed Pre-Event → Confirmed Day-Of → Post-Event Review). Color-code it red/yellow/green. Any red by Day 60 requires your immediate attention.
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Phase 4 · Days 61–75
Final Counts, Payments & Logistics
Close RSVPs and chase non-responders
Send a personal follow-up (not mass email) to every guest who hasn't responded by Day 72. This is the client's job but you need to manage the process. Set a hard deadline: Day 75. After that, treat non-responses as non-attending. Never go to the caterer with a "maybe" headcount — overage is expensive.
Submit final headcount to venue and caterer
Most venues and caterers require a guaranteed minimum headcount 10–14 days before the event. This locks your food and service staffing numbers. Add 3–5% buffer above your confirmed headcount for last-minute additions. Note: you pay for the guaranteed minimum regardless of attendance, so don't over-count.
Process all outstanding vendor payments
Most vendors require final payment 7–14 days before the event. Create a payment calendar at the start and follow it. Missing a payment can result in a vendor not showing up — it happens. Check every contract for the exact payment terms and add those dates to your project management system with a 3-day advance reminder.
Conduct venue walkthrough with key vendors
Walk the venue with your caterer, AV team, and florals team together. Confirm: load-in doors and elevators, kitchen access, power outlet locations, WiFi credentials (if streaming), parking for vendors, and where deliveries are received. This single meeting prevents 80% of day-of logistical problems.
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Phase 5 · Days 76–89
Final Confirmations & Run-of-Show
Call every vendor — confirm verbally and follow up in writing
Call every vendor 5–7 days before the event. Confirm: date, time, venue address, your cell phone, who they ask for at the venue, and any last-minute changes. After the call, send a confirmation email with all key details. If a vendor can't be reached by Day 85, activate your backup vendor plan immediately — don't wait.
Distribute finalized Run of Show to all stakeholders
The final Run of Show should be a one-page (or two at most) minute-by-minute schedule from venue access to final vendor departure. Include: every vendor's cell phone number, parking instructions, load-in sequence (who arrives when and where), tech cues, program beats, and your emergency contact protocol. Print copies for day-of — phones die.
Prep your day-of emergency kit
Non-negotiables: safety pins, clear tape, double-sided tape, a mini sewing kit, stain remover wipes, pain reliever, antacids, phone chargers and a power bank, spare batteries (for wireless mics), zip ties, a small toolkit (screwdrivers, scissors, box cutters), cash, breath mints, and your own snacks. You won't have time to eat during setup.
Send final guest communication and logistics info
Three days before: send guests a final communication with parking/transit info, dress code reminder, schedule highlights, and any last-minute details. This dramatically reduces the number of "where do I park?" texts you get on event day. Use CinematicCard's guest communication feature or a simple Mailchimp broadcast.
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Phase 6 · Day of Event
Execution, Flow & Post-Event
T-4 HOURS
Venue Setup
- Arrive before any vendor
- Confirm all deliveries arrive on schedule
- Walk space against run of show
- Identify any problems immediately
- Brief your on-site team
T-2 HOURS
Final Checks
- AV/sound check complete
- Caterer on site and on schedule
- Florals placed and approved
- Seating chart posted
- Photo/video briefed on shot list
DOORS OPEN
Guest Arrival
- Staff positioned at entry points
- Check-in process running smoothly
- Greet VIPs personally
- Monitor cocktail hour flow
- Address issues quietly off-stage
POST-EVENT
Wrap & Follow-Up
- Confirm vendor breakdown is complete
- Collect any personal items left behind
- Document any venue damage claims
- Send client thank-you + survey (3 days)
- Request testimonial within 1 week
The Planner's Mindset on Event Day: Your job is to be invisible. Guests should experience a perfect event. Problems get solved out of sight, in hushed tones, with a calm face. The client should never feel like anything is wrong — even when it is. This is what separates great planners from good ones. Practice your "everything is fine" face in the mirror.
Send Invitations That Match This Level of Planning
You've built an incredible event. The invitation is the first impression — make it cinematic. CinematicCard creates digital invitations with live RSVP tracking built in, so you always know exactly who's coming.
🎬 Create Your Invitation →