The Ultimate Event Planning Checklist

So, you’ve been tasked with planning an event (look at you, big boss over here).

Maybe it’s a sleek little corporate soirée in central or a tea-tasting day featuring a whole plethora of tieguanyins (I’m ready for my invite), or perhaps you volunteered yourself because you truly believe in your incredible talents, skill, and physiognomy (and yes, I know I may not have used that word right).

As such, whilst you may not need my help because you’ve probably already got everything sorted out (right?), there’s a couple things you might not want to forget.

Welcome to your new favourite step-by-step event planning checklist—perfect for first-timers, pros, and everyone in between <3

1. Start With a Timeline

First things first: set the date. No date = no party = no point. Or at least that’s what I always say.
Ideally, you should try to give yourself 3–6 months of planning time for a smooth ride (12 months if it’s a mega gala or big-deal conference). Start to plan as early as you can—but if you’ve left it to the last minute, respect. Although just the thought of it stresses me out.

If you have six months, for example, you might want to consider breaking it down like this:

• 6 months: Lock in venue (we know all about that), set budget, book keynote speakers.
• 3 months: Finalise caterers, AV, branding, invites, tea masters.
• 1 month: Confirm everything, print signage.
• 1 week: Reconfirm vendors, prep name tags, breathe.
• Day-of: You’re Beyoncé now. Let’s go.

If you have literally any other timescale, you’re going to have to break it down on your own. Good luck x

2. Budget Like a Boss

No one hates a runaway spreadsheet more than I do, so trust me, I get it. But regardless of whether you like it or not, you’re still going to have to create a budget. The good news? You can make it your own. Whether that means adding heart-shaped columns, using pastel tabs, or naming every expense after a Nathy Peluso song (guilty), go wild.

Before anything else, create a realistic event budget with a lil’ wiggle room (because stuff will go over—haven’t you ever seen Under the Hammer??).

Then, break it into chunks:

• Venue hire (likely your biggest expense)
• Catering (will there be gluten-free? Vegan?)
• AV + tech (mic feedback is genuinely one of the absolute worst things on the planet)
• Speakers/entertainment (and no, I’m not available)
• Décor + signage
• Marketing + promo
• Contingency fund (probs a good idea to have for most things)

Pro tip: Get quotes as absolute early as you can. You’re welcome.

3. Venue Hunting in London

Let’s be honest—finding the right venue in London can be a little like dating on Hinge: overwhelming, expensive, and full of ‘quirky’ options. But that’s when we’re here to help 😉

Do you want a rooftop? A conference centre? An underground speakeasy with mood lighting and suspiciously strong cocktails? Not to plug, but we have absolutely everything. You just need to make sure you know what you want.

For example, where do you want the event to be located? Do you need parking, or for the venue to be situated close to the underground? Following that, how important is accessibility?

You’ll also have to think about the capacity, the tech set-up, and of course, the vibe.

Pro tip: Try out our Matchmaker AI, our nifty algorithm will match your enquiry with venues that fit your budget, area and your specific needs.

4. Food, Glorious Food

Sure, people come for the networking, but what makes them stay? The spring rolls, I tell you.

I really can’t emphasise just how important it is to pick a caterer that suits the tone of the event. Corporate? Go classy. Casual mixer? Street food stalls are a vibe. Dietary needs? Label them properly.

Be sure to remember the sheer importance of tea and coffee stations, water, and, of course, the sacred pastry tray. Everyone loves a good pastry.

5. AV and Tech

This is what separates ‘okay that was pretty neat’ to ‘damn who was that event planner? I will probably dream about them each consecutive night for the next four years.’

If there’s one thing I hope you take away from this article, it’s don’t wing it. If your mic dies mid-speech or the projector turns everything magenta and it was all fully avoidable, people will remember. Believe me, there are many event tech horrors simply engrained into my memory. I refuse to forget them.
Talk to your AV crew like they’re your besties and confirm:

• Mics (lapel, handheld, backup—yes, bring three)
• Projectors + screens
• WiFi strength
• Lighting
• Power supply (and backups)

If it plugs in, test it. Twice. Maybe three times.

6. Confirm, Double Confirm, and then Confirm Again

By this point, you’re almost there, your gorgeous hunk of event-planning brilliance.

Now’s the time for final emails to suppliers, a printed checklist (yes, paper still exists), the much-awaited venue walk-through, guest list finalisation (you already know how to spell my name, I take it), signage, name tags, and floor plans. Oh, plus back-up shoes and emergency snacks, at least for yourself.

Got all that?

Create a run sheet with a timeline for the day (minute-by-minute if it’s corporate) and share it with all stakeholders. Yes, even the guy who never reads his emails.

You Did It, Go Kween

And then, of course, the event has been a massive success and everyone has had the best time of their lives, as expected. Remind me, what were we even worrying about?

Keep calm, stay hydrated, and remember—if you’ve followed this checklist, you’re golden. You’ve just planned an event in London and lived to tell the tale <3