The Checklist That Would Have Saved Me a Thousand Phone Calls
Every week, I get frantic calls from hosts who forgot something. Not because they're disorganized — because event planning has a hundred moving pieces and nobody gave them a list. This is that list. I've refined it over 15 years and 1,000+ events. Print it out. Tape it to your fridge. Check things off as you go.
6-12 Months Before
- ☐ Set your total event budget (not just catering — everything)
- ☐ Draft an initial guest list (be generous — you'll cut later)
- ☐ Choose your event date (check for conflicts: holidays, other family simchas, school schedules)
- ☐ Research and visit 2-3 venues
- ☐ Book the venue (deposit + signed contract)
- ☐ Research caterers — get recommendations from friends, check reviews, look at portfolios
- ☐ Contact 3 caterers for initial consultations
- ☐ Book your caterer (deposit + signed contract)
- ☐ If wedding: book the band/DJ, photographer, videographer
- ☐ If bar/bat mitzvah: book entertainment, start planning the d'var Torah
4-6 Months Before
- ☐ First detailed menu consultation with your caterer
- ☐ Finalize your guest list (this is the version you'll send invitations to)
- ☐ Order/design invitations
- ☐ Book a florist/decorator (if using one separate from venue)
- ☐ Discuss table layout and event flow with venue coordinator
- ☐ Start thinking about dietary requirements (vegetarian, gluten-free, allergies in your family/close friends)
- ☐ If outdoor event: book a tent/backup plan for weather
- ☐ Book any additional rentals (tables, chairs, linens, lighting)
2-3 Months Before
- ☐ Menu tasting with your caterer (bring max 2 people)
- ☐ Finalize the menu based on tasting
- ☐ Send invitations (8 weeks for weddings, 6 weeks for other events)
- ☐ Order the event cake (if separate from caterer)
- ☐ Finalize decor decisions: linens, centerpieces, candles, lighting
- ☐ Plan the event program: speeches, entertainment timing, ceremony details
- ☐ Book transport for the couple/honoree (if needed)
- ☐ Arrange accommodation for out-of-town guests
3-4 Weeks Before
- ☐ Follow up on RSVPs (expect 15-20% non-response — call them)
- ☐ Collect dietary requirement information from guests
- ☐ Provide updated guest count to caterer
- ☐ Send dietary requirements list to caterer
- ☐ Confirm all vendor bookings: venue, caterer, florist, band, photographer
- ☐ Start working on seating chart (if seated event)
- ☐ Order party favors (if giving them)
- ☐ Confirm hechsher requirements with caterer
1-2 Weeks Before
- ☐ FINAL guest count to caterer (this is the number you'll be charged for)
- ☐ Final seating chart to caterer and venue
- ☐ Confirm event timeline with all vendors (when does each arrive, setup time, event start, event end)
- ☐ Pay remaining balance to caterer (per contract terms)
- ☐ Confirm setup/teardown logistics: venue access times, loading dock, parking for catering trucks
- ☐ Print menu cards and place cards (if using)
- ☐ Do a final walkthrough of the venue with the caterer and/or coordinator
- ☐ Prepare cash tips for event staff (optional but appreciated: 50-100 ILS per server, 150-200 for head chef)
- ☐ Brief key family members on the timeline so they know when to be where
2-3 Days Before
- ☐ Confirm final headcount hasn't changed
- ☐ Confirm weather forecast (for outdoor events — activate backup plan if needed)
- ☐ Charge your phone — you'll be on it all day
- ☐ Pack an emergency kit: sewing kit, stain remover, painkillers, phone charger, mints, tissues
- ☐ Confirm the florist delivery time
- ☐ Confirm musician/DJ load-in time
Day Of the Event
- ☐ Eat a proper meal before you go. Hosts who skip eating always regret it — you'll be too busy during the event.
- ☐ Arrive at venue 2 hours before guests (or more if doing your own decor)
- ☐ Verify catering team has arrived and is setting up
- ☐ Do a final walk of the room: tables set? Centerpieces placed? Menu cards out? Sound system working?
- ☐ Brief the event coordinator or a trusted friend/family member as your "point person" — someone guests can ask questions to so you don't have to handle every issue
- ☐ Put your phone on vibrate (not silent — you need to be reachable but not interrupted)
- ☐ During the event: trust your vendors. You hired professionals. Let them work.
- ☐ Eat your own food. Seriously. I see hosts who don't eat a bite of the meal they paid thousands for.
- ☐ After event: thank your vendors personally before they leave
- ☐ Confirm leftovers are packed (per your arrangement with caterer)
After the Event
- ☐ Send thank-you notes to key helpers and vendors (within 1 week)
- ☐ Review photos and videos when they arrive
- ☐ If you loved your caterer, leave them a Google review — it means more to small businesses than you'd think
- ☐ File all receipts and contracts for your records
The Golden Rule of Event Planning
Something will go wrong. A speaker will run long, a guest will bring two extra people, the weather will surprise you. This is normal. The measure of a good event isn't perfection — it's how smoothly problems get solved. Hire good vendors, brief them well, and then let go. Your guests came to celebrate with you, not to judge your event logistics. Enjoy your own party.