Pictured left to right from In Your Dreams Event Design & Planning: Patricia Bowser, Zoe Whitaker and Ursula Fletcher.
Photo courtesy of Desmond Chisholm Photography
Zoe Whitaker with In Your Dreams Event Design & Planning suggests booking your venue and services as early as possible. “When you see the retail stores begin putting up holiday displays, it is almost already too late,” she said. “People should start early to get the best offerings of venues, products and services.” Here, Whitaker offers a timeline to get the best out of your event:
Holiday Planning Timeline
Up to as early as eight to twelve months before:
• Confirm budget
• Create guest list
• Hire a planner
• Book venue
Six to eight months before:
• Book big ticket vendors (caterer, DJ, entertainment, photographer, etc.)
• Hire an event designer
• Source decorations (purchase or reserve rentals)
Four to five months before:
• Send out the save the date
• Source and contact additional vendors
• Book hotel accommodations near the venue for a potential room block discount
• Explore transportation options to promote safe rides home
Two months before:
• Send out the official invitation
• Begin connecting vendors with venue to hammer out the details
One month before:
• Confirm all vendors
• Send RSVP reminder to unregistered guests
Three weeks before:
• Confirm floor plan with event designer and vendors
• Create supply list
Two weeks before:
• Confirm delivery schedule of signs, rentals, equipment, etc. to venue
One week before:
• Send out reminders to attendees
• Confirm timeline with allvendors and venue
Day of:
• Check-in with vendors as needed
• Extinguish “fires”
After:
• Send out photos
• Get feedback
• Reconcile budget
• Start planning the next one
In Your Dreams • inyourdreamseventplanning.com
