What To Do & When To Do

( Ideal Timeline to be followed to plan your event with ease. )
  • 2 Months to go

      Note all the requirements and task/event objectives.
      Meet vendors and invite quotes
      Estimate a budget for the event & get the necessary approvals.
      List down & freeze the basic event details (date & timings, nos of participants, activities)

  • 7 Weeks to go

      Site visit with Caterer,Decorator, Sound & Light Agency.
      Finalize the vendors ( Venue, caterer ,decorator, event planner etc ).
      Get the Vendor contract signed to avoid any ambiguity about deliverables and payments..
      Allocate tasks to the team if any.
      Plan for permissions and Contingencies on or before event day

  • 4 to 2 Weeks to go

      Finalise menu .
      Create and promote event details by website or via E-Invite.
      Invite guest.
      Stay and logistics arrangements.
      Purchase merchandise if any ( shirts, caps etc) and gifts etc.

  • 2 to 1 Weeks to go

      Get all print collateral for merchandise, displays etc ready, proof read it and send it for printing
      Collect all the material from printer and check them
      Prepare a stationary and first aid kit of things those might be required on day of event
    terms and advances.

  • 3 Days to go

      Finalize the event itinerary and communicate..
      Joint meeting of all the task incharge and Vendors
      Mock drill & be prepared for the day
      Plan for some post event activities too
    if any too.( Vendor payments, Vehicle drop, Thank you notes )

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Thanks to Event Sathi, Its Planning tool not only made organizing event stress-free but also enjoyable!!

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