Free Aesthetic Event Manager Checklist

Define the event's overall theme.

Identify key visual elements that represent the theme (e.g., color palettes, motifs).

Develop a mood board for visual reference.

List all required decor items (e.g., centerpieces, backdrops).

Specify types of flowers and arrangements needed.

Identify any props or specialty items to enhance the aesthetic.

Determine types of lighting (e.g., ambient, accent, task).

Plan the placement of lights to enhance mood and visibility.

Schedule a time for lighting installation and testing.

Choose primary and secondary colors for the event.

Ensure consistency across all elements (invitations, decor, attire).

Create a color palette reference for vendors and staff.

Design a floor plan that reflects the event’s aesthetic.

Determine seating types (e.g., round tables, lounge areas).

Ensure clear pathways for guest flow and access to visual focal points.

Identify any screens, projectors, or visual displays needed.

Plan content for displays (e.g., presentations, videos).

Schedule time for AV setup and testing before the event.

List all vendors involved in aesthetics (florists, decorators, lighting specialists).

Schedule meetings to discuss design elements and logistics.

Confirm delivery and setup times with each vendor.

Create a timeline for each phase of setup (decor installation, lighting, AV).

Include deadlines for vendor confirmations and purchases.

Allow time for rehearsals or walkthroughs before the event.

Assign roles to team members for managing aesthetic elements.

Conduct a final walkthrough to ensure everything is set up as planned.

Prepare an emergency kit with essential tools and supplies.

Gather feedback on aesthetic elements from team members and guests.

Take photos for future reference and marketing.

Review what worked well and what could be improved for future events.