This is the timeline we work to internally, compressed into something you can plan against. The dates matter less than the order.
Twelve months out — venue and concept
Guest number confirmed, budget set in three figures, creative platform agreed in one sentence, venue contracted. If the venue is not signed by now for a peak date, expect to compromise on either the room or the date.
Nine months out — suppliers
Production, catering and styling appointed. Entertainment held with deposits. This is the last comfortable moment to change direction without losing money.
Six months out — design and content
Elevations signed off, menus tasted, speaker or performer content commissioned. Permits and licences lodged. Anything requiring fabrication starts now.
Three months out — invitations
Invitations dispatched, RSVP process live, travel and accommodation blocks confirmed. Run sheet drafted for the first time.
One month out — final coordination
Final numbers to catering, seating built, run sheet circulated to every supplier, technical rehearsal scheduled. Contingency plans written and shared.
Event week — production
Load-in, build, technical rehearsal and cue-to-cue. Nothing on the night should be attempted for the first time on the night.
Event day — execution
The run sheet runs. Your planner is on comms, not on their phone, and the only decisions left are the ones nobody could have predicted.
