Event planning checklist - practical tips for restaurants and hotels
6 to 12 months before the event: the basics
- Set the date of the event:
When planning, also take the weather into account. This plays a role in the design of the location. If the weather is fine, you can plan with outdoor areas. Also check whether there are alternative dates. - Budget planning:
What is the maximum cost of the event? Please also bear in mind that unexpected additional costs can always arise. You should therefore allow for a financial buffer in your planning. Budget planning is also important because it determines how much profit you can make. It is advisable to calculate the costs per person. This will make it easier for you to calculate if there are more or fewer guests. - Create a guest list:
Before you decide on a location, you should know the maximum number of guests who will be attending. If it is a private event for customers, you need to ask for this number. If you are planning an internal event such as a New Year's Eve party or public viewing, it is better to plan for slightly fewer guests. - Define the theme of the event:
What exactly do you want to celebrate? And in what style do you and your guests want to spend the day? Depending on this question, you can plan the design of the decoration as well as the food on offer and the supporting program. - Determine location / premises and book if necessary:
The theme of the event should always be taken into account. - Order and send invitations:
If you don't want to do the design yourself, you have the option of using stationery, designers and ready-made designs online. Or you can commission a graphics agency in your city. We recommend that you keep the design of the invitation professional. After all, the invitation should whet the appetite for the event. And your own commercial success depends on the number of guests. - Creating a detailed event concept:
You already know roughly how your event should look and run, but you should already be thinking about a detailed concept. Who should be involved in the organization? What should the schedule be? Which acts should perform? How should your guests be activated on the day of the event? - Planning catering:
Based on the number of possible guests, start the initial preliminary planning for menus, buffets, drinks or a mobile bar. Take into account whether there will be guests at your event who do not eat certain foods for religious or health reasons. Also think about the needs of children: Plan special children's meals and make sure there are enough high chairs and child-friendly tableware available. - Organization of accommodation options for guests & staff:
Bookings should only be made after you have received binding confirmations from your guests.
Event planning four to six months before the event: the details
With the rough timetable in the background, the detailed planning for your event begins a few months before the date:
- Develop a plan B:
If it rains on the day of the event, you certainly want to be prepared. We therefore recommend that for parties in the outdoor area you also organize an alternative indoor location or pavilions, tents, parasols and heating mushrooms / radiant heaters for cold evenings. - Provide parking spaces:
Are there enough parking spaces in front of your restaurant or hotel? Where can guests and possibly also caterers and staff park? - Are toilets available?
Not every location has sufficient toilets, which is why we recommend using mobile toilet providers. - Create additional offers:
Would you like to document your event, e.g. with a photographer? Are there other acts in addition to the catering? The supporting program is a particularly important part of an event. Would you like to organize a DJ for this or take care of the music yourself? Should there be a presenter to guide you through the program? If you want to do without all these components, you should still offer a certain supporting program. Be sure to plan a precise schedule for the supporting program and catering. - Developing a decoration concept:
The decoration should not be underestimated when planning an event. Do you base the decorations on a theme and your guests? Is it more casual? Or should it be a festive event? It may make sense to team up with professionals for the decorations to give the event the perfect setting.
The hot phase: event planning one month before the event
Catering and supporting program are complete. The decorations are also in place. Now you should tackle the details.
- Organize signposts:
If your location is difficult to find, make signposts for your guests. Remember to ask the city for permission beforehand. - Clarify seating arrangements:
Now is the time to think about which guest should sit in which seat. Bear in mind any age differences and also that children should sit in a place from which they can get up again more quickly. - Have table cards printed:
Don't forget the place cards in your event planning! If you are creative and want to take your time, it looks very personal if you write the place cards yourself by hand.
The big day has arrived: what you should consider on the day of the event
With the right event planning checklist, you have already created an important basis for a successful event. On the day itself, it's all about the finishing touches:
- Check set-up and tables:
So that you can be sure that everything meets your expectations, go through the premises again briefly. - Briefing staff:
Even if everything has already been clarified, your staff will feel more confident on the big day if you clarify exactly who has to do what at the start of the event. It also makes sense to draw up a plan in advance to record times and responsibilities. - Beverage check:
Check once again whether all the necessary drinks are available in sufficient quantities. - Decoration check:
Is the decoration right? Is everything correct and does the location look perfect? - Technical check:
Is the stage equipment ready for use? Is the sound system working?
If you can tick off all the points, nothing stands in the way of a successful event thanks to your event planning checklist!