Event Planning Checklists

Use these as starting points. Adapt to your venue rules and guest count. Check insurance and permit items early enough that a COI deadline does not become a crisis.

Wedding checklist (high level)

6-12 months out

• Date, budget, guest range
• Venue shortlist + insurance clause review
• Photographer / planner / catering holds

3-6 months out

• Vendor contracts signed
• Menu tasting / floor plan draft
• Confirm alcohol plan and host liquor needs

4-8 weeks out

• Final guest count band
• Order special event liability / COI if required
• Share COI with venue; confirm acceptance

Week of

• Final run-of-show
• Vendor contact sheet
• Weather backup if outdoors

More: Wedding insurance

Corporate / nonprofit checklist

• Objectives and success metrics
• Room sets, AV, and sponsorship signage rules
• Attendee count and registration cutoff
• Food & beverage minimums
• Certificate of insurance naming venue / hotel
• On-site emergency contacts

More: Corporate event insurance

Festival / community event checklist

• Site plan and ingress/egress
• Vendor village rules and power map
• Security and medical plan
• Weather delay protocol
• Municipal permits and insurance certificates
• Load-out and trash plan

More: Festival & concert insurance · Permits

Private party / birthday checklist

• Guest list and RSVP method
• Venue or home rules (neighbors, parking, quiet hours)
• Catering or restaurant buyout terms
• Entertainment volume limits
• Event liability if the venue requires it

More: Birthday party insurance · Private party insurance

Universal insurance milestone

If any contract says "provide certificate of insurance," put a calendar reminder before the stated deadline. Start here: How to get a quote.