The Ultimate Day-Of Event Checklist (Print This)

Event day is the payoff for weeks of planning. But without a clear hour-by-hour plan, small things slip through the cracks. Print this checklist and keep it with you.

4-6 Hours Before Event

• Arrive at venue for setup
• Confirm all vendor arrival times via text/call
• Walk through venue: check lighting, temperature, cleanliness
• Test AV equipment (microphones, projectors, speakers)
• Set up registration/check-in area
• Place signage, table numbers, place cards
• Verify catering headcount and menu with chef
• Stock emergency kit: tape, scissors, markers, stain remover, phone chargers, cash, first aid

2 Hours Before Event

• Vendors should be arriving and setting up
• Brief each vendor: timeline, contact person, special instructions
• Do a full walkthrough with photographer (best photo spots)
• Test restrooms: stocked, clean, accessible
• Confirm parking/valet arrangements
• Put out any decor, favors, or gift bags
• Ensure bar is stocked (if applicable)

30 Minutes Before

• Final sound check
• All staff in position
• Doors ready to open
• Welcome drinks/appetizers staged
• Check-in process tested
• Deep breath — you've got this

During the Event

• Stay near the check-in area for the first 30 minutes
• Monitor food/drink levels — alert catering before they run low
• Keep the timeline on track (use your phone timer for speeches, transitions)
• Take mental note of vendor performance (for your review later)
• Enjoy the event — you planned it!

After the Event

• Thank each vendor personally
• Confirm cleanup timeline and responsibilities
• Collect any rental equipment returns
• Retrieve personal items from venue
• Send tip envelopes (if not already distributed)

Next Day

• Send thank-you messages to guests
• Leave reviews for your vendors on Vensho
• Process final vendor payments
• Request photography gallery delivery timeline