Planning Center
Event Planning Checklists
Practical checklists for weddings, corporate events, festivals, and private parties - including insurance and COI milestones.
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.
Ready when you are
Ready to protect the event?
Get a venue-ready quote for your date, location, guest count, and event details.