Planning a local event: a simple checklist

Set the purpose, date, location, guest range and budget before contacting suppliers. List the non-negotiable items first, such as venue, food, seating, sound, photography, decoration, transport, programme and accessibility. Assign one decision-maker and keep a single written brief so providers receive consistent information.

For each quotation, confirm the exact scope, quantities, setup and teardown timing, equipment, staff, delivery, power or space needs, payment schedule, deposit recipient, cancellation terms and any overtime, transport or damage charges. Keep changes in writing and avoid relying on verbal promises for important arrangements.

Build a run sheet with supplier contacts, arrival times, venue access, programme timing, parking, weather plan and a backup contact. Confirm headcount, dietary needs, floor plan and key timings several days before the event. Give venue rules and emergency access details to suppliers early.

On the day, check deliveries against the agreed list and record any variance before a supplier leaves. Keep invoices, receipts and photos of completed setup. After the event, confirm final charges and report any issue with the evidence while it is still fresh.

Name one person to approve changes and keep supplier contacts, set-up times, payment status and venue rules in one run sheet. Reconfirm power, loading access, rain plan, dietary needs and final guest count before the event. Photograph the completed set-up and keep invoices so any later variance can be checked against the agreed scope.