How far in advance does the checklist start?

It begins 8 or more weeks out with budget, goals and venue booking, then steps down through 4–6 weeks, 1–2 weeks, the day before, the day of, and a post-event wrap-up phase.

Does the checklist change based on event type?

Yes. Conferences, launches and workshops add AV booking (projectors, mics, livestream), while parties and galas swap that for music and entertainment tasks.

Why does it add a 10% catering buffer?

No-shows and plus-ones are unpredictable, so caterers and venues plan for a buffer above confirmed RSVPs. A +10% headcount cushion avoids running short on food and seating.

Does guest count affect the tasks?

Larger events (150+ guests) trigger extra coordination tasks like appointing a planning committee and assigning task owners, since one person cannot run a big event alone.

How does it count the days until my event?

It compares your event date to today and shows the number of days remaining, so you know which phase you should already be working in.

What is the Event Planning Checklist Builder?

Enter your event type, date and guest count to generate a timeline-based event planning checklist — venue, catering, invitations, AV, day-of logistics and post-event wrap-up — and copy it as plain text. It runs free in your browser on Gera Tools, with nothing uploaded.

Event Planning Checklist Builder

Name: Event Planning Checklist Builder
Creator: Gera Tools
License: https://creativecommons.org/licenses/by/4.0/

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A timeline-based checklist, not just a flat to-do list

Most event checklists are flat lists that tell you what to do but not when. The result: venue hunting starts a week before the date, or catering is booked before the headcount is confirmed. This builder organises tasks into phases tied to how many days remain, so each item appears at the right time in the planning arc.

How the phases work

You enter the event name, type, date, and expected guest count. The tool computes the days remaining and assembles six phases:

8+ weeks — Foundation: set goals and budget, choose venue format, start shortlisting suppliers.
4–6 weeks — Vendors and invitations: confirm caterer, AV, and decor; send invitations; open RSVP tracking.
1–2 weeks — Logistics: final headcount to venue and caterer, finalise run-of-show, confirm all supplier arrival times.
Day before — Setup and walkthrough: arrange room layout, test AV, brief volunteers and staff, place signage.
Day of — Execution: follow run-of-show, manage guest flow, handle issues as they arise.
Post-event — Wrap-up: collect feedback, reconcile expenses, thank speakers and suppliers, debrief the team.

Tasks within each phase adapt to your inputs. AV-heavy event types (conferences, product launches, workshops) add equipment booking and test-run tasks. Guest counts above 150 add committee coordination and task-owner assignments, since single-person management does not scale to large events. A 10% catering buffer is built into the headcount so you don’t under-order if late RSVPs arrive.

The run-of-show: the day-of document that matters most

The run-of-show is a minute-by-minute schedule that every staff member and vendor follows on the day. It answers: what happens at what time, who is responsible, and what is the contingency if it slips. Building it before setup day and handing it to a designated day-of coordinator is the single most effective way to stay in control during the event — you can focus on guests rather than logistics decisions.

A minimal run-of-show covers:

Setup start and end times per area (stage, catering, registration)
Session start and handoff times
Speaker and presenter arrival windows
Meal service windows with headcount confirmation cues
Teardown and vendor-departure schedule

Tips for each planning phase

8+ weeks: the venue is the first domino — nothing else can be finalised until you have a date and location locked.

4–6 weeks: send invitations earlier than feels necessary; people’s calendars fill quickly, especially for corporate events.

1–2 weeks: the headcount you give vendors at this stage drives the final invoice. Over-communicate any changes immediately.

Day of: brief every team member and volunteer 30 minutes before doors open; a shared moment before the day starts prevents miscommunication later.

Post-event: the debrief while the event is fresh produces the notes that make the next one significantly easier to run.