Event Planning To Do List
Welcome to our Event Planning To-Do List Template designed for efficient coordination with caterers, decorators, and various service providers. This to-do list facilitates the smooth execution of events by providing clear tasks and deadlines for coordinating with caterers, decorators, and other service providers.
Prepared by: [YOUR NAME]
Date: [DATE]
Caterer Coordination:
| Details & Tasks |
|---|
| Confirm menu selections with caterer. |
| Finalize dietary restrictions and preferences. |
| Coordinate delivery schedule and setup details. |
| Confirm final headcount for catering services. |
| |
| |
| |
Decorator Coordination:
| Details & Tasks |
|---|
| Discuss theme and design preferences with decorator. |
| Confirm delivery and setup timeline for decorations. |
| Finalize floral arrangements and centrepiece details. |
| Coordinate lighting requirements with decorator. |
| |
| |
| |
Service Provider Interactions:
| Details & Tasks |
|---|
| Coordinate with audio-visual service provider for equipment setup. |
| Confirm schedule with entertainment or performance acts. |
| Communicate event schedule to photography and videography teams. |
| Ensure transportation arrangements for special guests or speakers. |
| |
| |
| |
General Event Tasks:
| Details & Tasks |
|---|
| Reconfirm overall event schedule and timeline. |
| Ensure proper permits and licenses are secured. |
| Coordinate with venue for any specific requirements. |
| Confirm emergency protocols and contact information. |
| |
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| |
Reminders:
Ensure that any changes are communicated promptly to all relevant parties.
Regularly recheck all the task progress.
Make sure all licenses and permits are up-to-date.
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