Timeline for large events
To draft a party planning timeline, start by working backwards from the event date, adding key target points en route. In this way, you can determine with relative accuracy how much time you'll need to get various parts of the party organised.

The organisation time required depends on the size and style of your event. In general, begin planning a minimum of six months prior to your big day, whether that be a wedding, New Year's Eve party, milestone birthday bash or bar mitzvah. If your event is scheduled for a busy season, such as spring, book essential suppliers and services in early. (It's not unheard of for top suppliers and businesses to book their services out a year or more in advance.)

With a practical, realistic timeline, you minimise stress by avoiding unforeseen glitches, costly oversights, and general panic. A well-devised action plan helps you to get key tasks done on time and in a logical, cost-effective order. This maximises the likelihood of your event happening on time and on budget, and of proceeding smoothly and spectacularly on the day.

Your timeline forms the basis of a detailed Event Schedule Checklist that covers all aspects of your event and includes every task that needs to be accomplished if the event is to be successful - invitation, cake design and mailing deadlines, site checks and permits, caterer briefings and tastings, entertainer auditions, dress or costume design fittings, staff runthroughs, equipment hire pickups, bump in, tech checks and so on. Next to each task, mark the name of who's responsible for ensuring it's done, and an expected date for completion.

Plan basics first (event style, location, venue, catering, entertainment, decor etc), then slot in the details (invitations, goodie bags, parking and transport needs, site logistics, staffing etc).

The following is a sample Event Schedule Checklist for a largeish private party - an anniversary or birthday bash, large wedding or special day celebration. Every event's unique, however, so you'll want to add tasks to or delete them from the list, depending on the size of your guestlist and your particular party needs.

Event schedule checklist

6 to 12 months ahead
o Determine the size and style of the event you want (a lavish wedding for 400; an elegant Christmas cocktail do for 50?);
o Appoint an event manager and/or choose someone to coordinate
the event;
o Decide on your theme, if you're having one;
o Determine whether you need to divide the occasion into sub-events.

For instance, at a wedding you might want;

¥ welcome drinks, gift reception and introductions;
¥ arrival of the bride, photographs;
¥ the wedding ceremony;
¥ throwing of confetti, more photo ops, departure to reception venue;
¥ welcome drinks at reception centre;
¥ the reception dinner;
¥ main speeches;
¥ ceremonial cutting of the cake;
¥ the bridal waltz (couple's first dance);
¥ throwing of the bridal bouquet;
¥ departure of the bridal couple.

o Work out an initial budget that includes all expenses, as well as where and when the money's coming from. (For a wedding or anniversary, for instance, money may be contributed by several family members and close friends; your New Year's Eve dance might be partly funded by guests' door donations or each BYOing a bottle of spirits);
o Set up some sort of record keeping system to keep track of money spent, as well as contact numbers, contracts, permits etc;
o Decide on your party theme or dominant decorative scheme;
o Lock in your party date, start and end times;
o Check that your event time doesn't clash with some key event or with VIPs' other commitments (this may mean signing a venue contract or collecting a site permit);
o Develop the outline of events on the day/night;
o Conduct a site check with your event manager and key technical people and suppliers;
o Have an alternative venue or site planned in case of doublebooking, inclement weather (if event is outdoors) and so on;
o Obtain pricing estimates on your site or venue hire, catering/alcohol, audiovisual, sound and light equipment operation and hire, floral arrangements, cake and stationery design, etc;
o Start sourcing musicians and other entertainers;
o Get quotes for, then book in musicians, djs, dancers and
other entertainers;
o Get quotes for, then book or buy any large or limited issue props
and decorations;
o Get quotes for designing and printing your party stationery and other printed materials;
o Get quotes for and book hire vehicles, costumes, plants, jumping castles and other equipment;
o Decide on special guests and speakers;
o Book venue and/or site(s);
o Check the availability of special guests and speakers;
o Compile mailing list or guest list;
o Start designing your invitation/stationery/paper goods and other printed materials;
o Design event announcement cards;
o Source, vet and book a party photographer(s) and/or videographer;
o Get quotes on insurance;
o Find out what, if any special permits, licenses etcetera you'll need and how to go about getting them;
o Get detailed, written contracts for everything you've arranged.

Three to six months ahead
o Schedule regular meetings with your event manager and
key people;
o Check the final design and wording of invitations, stationery and paper goods with your designer;
o Finalise your guest and invitations mailing list;
o Confirm key entertainer(s) in writing;
o Make travel, accommodation and transport arrangements (early, to obtain discounted travel fares) for out of town guests and, if necessary, headline entertainers;
o Confirm these arrangements in writing;
o Order your stationery and printed materials;
o Decide on the details, then sign your entertainers' or agency contracts;
o Discuss your needs, guest preferences and possible menus with potential caterers;
o Sample suggested menus and choose the best;
o Finalise public liability and other insurances plus any
special permits;
o Finalise your audiovisual, sound, lighting and staging/dancefloor needs as well as any special effects;
o Check whether specific signage is needed at your chosen venue, parking areas etc, and if so, get it made.

Two months ahead
o Send out invitations, especially to out of town guests who might need to make travel and accommodation arrangements;
o Finalise transport and accommodation for staff/attendees/headline entertainers or key performers (eg. the band, the celebrant);
o Finalise the contracts of all suppliers and service staff;
o Schedule a "dry run" of your event, preferably at the chosen venue or site, with relevant suppliers;
o Finalise your budget, timeline and event schedule checklist;
o Email all entertainers to confirm the date, time, venue and
their participation.

One month ahead
o Start compiling RSVPs; send second round invitations;
o Confirm the roles of all staff at the party;
o Request copies of any speeches, roasts or comic segments pertaining to the guest(s) of honour;
o Assign seating and tables;
o Decide who sits on the head table;
o Provide your caterer with guest number estimates and any special dietary requirements;
o Arrange progress report meetings with all consultants, suppliers and technicians to coordinate bump in, bump out, tech checks and the day's proceedings;
o Confirm hired transport, parking provisions and guest accommodation bookings;
o Make a final assessment of your safety, first aid and security needs;
o Check delivery dates and details for party equipment, audiovisual and lighting and special effects equipment, furnishings and props, party rental items etc;
o Confirm bump in (set up) and bump out (dismantling) times with your venue or site manager, your event manager and the relevant suppliers and technicians;
o Finalise decorating plans and food/equipment delivery times
with decorator(s);
o Finalise your floral arrangements, delivery dates and blooms;
o Review your timeline and make any needed adjustments;
o Check that you have all the necessary insurances, licenses
and permits.

One to two weeks beforehand
o Meet with key organisers, suppliers and family members/friends for last-minute checks of arrangements and the event proceedings;
o Follow up any lagging RSVPs;
o Confirm guest numbers, then let caterers and the venue know;
o Finalise your table/seating arrangements and positioning;
o Allocate security and first aid people to particular 'checkpoints';
o Brief all staff on your safety and security needs, emergency procedures, contacts, contingency plans, and appropriate dress and conduct codes;
o Give the venue's function coordinator or your caterer and event manager the final table and seating plan, plus place cards and nametags if you're having them;
o Confirm times for pickup or delivery of flowers, beverages, cakes, props, hire equipment, rentals etcetera;
o Confirm arrival/delivery times with all staff and suppliers;
o If it's an elaborate event, give copies of your entertainment schedule and overall program to speakers, entertainers and your MC as well as to your catering, security and event managers;
o Schedule a final walk-through of the key event proceedings with
all personnel;
o Put aside some petty cash for emergencies;
o Have your chequebook/credit card ready to make payments to suppliers and staff on the day of the event;
o Distribute the day's "function sheet" (including emergency contact details and a site map) to onsite staff and suppliers;
o Deliver paper goods and party decorations to the venue for storage (in clearly marked boxes);
o Reconfirm the bump-in schedule and start times with the venue, technicians and equipment suppliers;
o Do a final review of your party timeline and checklists.

Two days before
o Double-check all start times with staff and entertainers;
o Reconfirm sound check times with equipment operators, MC
and entertainers;
o Double-check all delivery/pickup times with equipment suppliers, florists, cake designers, hire vehicles and caterers. (Re-confirm the day before the event);
o Check in with any VIP guests and the guests of honour.
Event day
o Oversee, or have your event manager monitor the arrival of equipment and supplies;
o Ensure entertainers, guests with duties and your party staff arrive, and are given what they need to do their jobs;
o Introduce your event manager to any entertainers, technical operators and staff he or she hasn't yet met;
o Double-check all final details and run through the day's proceedings with your event manager, caterer, security, technicians and set-up staff;
o Make sure suppliers and onsite staff have copies of the day's
Function Sheet;
o Set-up your arrivals/meet'n'greet area and/or cloakroom space, if needed;
o Ensure that any signage is in place;
o With your event manager, check the operation, positioning and safety of audiovisual, sound and light equipment, special effects, scaffolding, seating and staging before final rehearsal;
o Do a final confirmation of your requirements with photographer(s) and/or videographer(s);
o For a wedding or christening, hold your final rehearsal or run-through;
o Ensure staff, especially parking valets and door security, are in position to vet and greet guests and/or give directions.
After the event
o Doublecheck bump out times;
o Oversee all pickups, returns and dismantling of dŽcor and equipment;
o Check with the venue or site managers, suppliers and security re any losses, breakages, damage or other "incidents";
o Remove any signage and rubbish;
o Assist with guests' departure and return transport;
o Send out thankyou notes to guests;
o Send out video mementos and/or information on accessing photographs to guests and, if requested, to suppliers and entertainers;
o Tie up any other loose ends.

Timeline for intimate private events
Compiling a party planning timeline for more intimate events such as family reunions, Valentine's Day celebrations, small birthday parties and weddings, buck's nights or baby showers is of course a simpler matter than making one for a large, complex event such as a big wedding or New Year's bash. But it's still smart to have a timeline and a checklist before you start organising in earnest. Again, begin by working backwards from the event date, noting times by which key parts of the planning should be handled. Determine, as far as possible, how much time you'll need to get key details finalised, crucial components bought, hired or booked, and important tasks completed. The time you'll need to organise a smaller event depends largely on its style and level of formality. If it's an elaborate, themed or formal do, or an unusual outing, you'll generally need more time to arrange things; if it's a backyard barbecue, you could probably pull it together in a month. Ideally, start planning a minimum of three months prior to a formal or themed party, even if it's small. If your event will take place in spring or around Christmas, allow more time to lock in key suppliers, service staff and equipment.

Make your timeline realistic and logical. A detailed, well-thought-out action plan ensures important tasks get handled in the most efficient order, ensuring a smooth-running, successful event. Your timeline can be used to compile a detailed Event Schedule Checklist that includes all tasks that must be completed to realise your event - from concept to invitations, briefing your caterer to finding the perfect centrepiece. Next to each task, note who's responsible for it and the expected finish date.

First, plan essentials - theme/style, site/venue,  catering/staffing, entertainment; then add detail - stationery, decorations, party favours, hire vehicles, parking, etcetera. The following is a sample Event Schedule Checklist for a small private party. Add or delete tasks from the list depending on your needs.

Event schedule checklist

Three or more months ahead
o Determine the exact size and style of the celebration (an intimate wedding for 50; a swish dinner for a dozen?);
o Hire or choose someone to manage the event;
o Decide on a theme or decorating style;
o Work out an initial all-inclusive party budget;
o Get it costed - including the site or venue hire, catering/alcohol needs, audiovisual, sound and lighting equipment (operation and hire); hire of plants, furniture, dinnerware and glassware; transport hire; floral displays; cakes; stationery, security and service staff, etc;
o Set up records to keep track of money, contacts and contracts;
o Finalise the party date, start and end times. Check for clashes with other events or guest commitments, then compile your guestlist;
o Create an outline of the day or evening's events. If needed, organise a site check with techs and suppliers;
o Find out whether you need any special permits or licenses;
o Book your venue or site, and line up an alternative in case of booking mix-ups or (for al fresco events), bad weather;
o Source, audition and book your entertainer(s) and speakers;
o Source any unusual or limited-issue furnishings, props, themed items, memorabilia, etcetera;
o Source or design your invitations/stationery/paper goods. Source, brief and book a party photographer or videographer;
o Get detailed, written contracts for all of it.

Three months ahead
o Source and buy decorations and paper goods;
o Organise the hire of costumes, props, furnishings, plants and equipment;
o Get quotes for and book hire vehicles;
o Check any insurance requirements. Schedule regular meetings with
key people;
o Approve final designs/wording on invitations, stationery etc;
o Finalise guest and mailing list;
o Make and confirm travel, accommodation and transport arrangements for out of town guests (early, to obtain discounted fares);
o Order stationery and printed materials;
o Decide on the details, then sign entertainers or agency contracts;
o Discuss your party theme and style, preferences and possible menus with caterers - ask to sample suggested menus and choose the  one that best suits the party;
o Finalise public liability and other insurances plus any special permits;
o Finalise your audiovisual, sound, lighting and staging/dancefloor needs as well as any special effects;
o Check whether specific signage is needed at your chosen venue, parking areas etc, and if so, get it made.

Two months ahead
o Send out invitations to busy or out of town guests who might need to make special work, travel and accommodation arrangements;
o Email any entertainers to confirm the party date, time, venue and
their participation;
o Finalise transport and accommodation for staff/attendees/entertainers;
o Finalise supply and service staff contracts;
o Have an event "dry run", preferably onsite, with all the key players;
o Finalise your budget, timeline and event schedule checklist.
One month ahead
o Compile RSVPs;
o Confirm staff roles;
o Request copies of speeches or comic segments directed towards the guest(s) of honour;
o Assign seating;
o Provide your caterer with guest numbers and any special
dietary requirements;
o Arrange a meeting with all consultants, suppliers and technicians to coordinate the day's proceedings; 
o Confirm bookings for the venue, hired transport and if needed, guest accommodation;
o Check delivery dates and details for party rental items - props, plants, dinnerware, decks, seating, a marquee, a jumping castle;
o Confirm venue access times with any equipment suppliers who need to set up;
o Finalise decorating plans and food/equipment delivery times;
o Order floral arrangements and confirm the delivery date and time;
o Review your timeline and make adjustments;
o Check you have the right insurance, licenses and permits.
One to two weeks beforehand
o Meet with your organiser/caterer/family members/friends for last-minute checks of arrangements and final tweaking of event proceedings;
o Compile final guestlist, then let your caterer and venue know;
o Finalise seating arrangements;
o Hire or appoint someone to do security and first aid at your do;
o Brief any staff on safety and security, emergencies, wet weather contingency plans, and appropriate dress code;

Two days before
o Double-check all start times with staff and entertainers;
o Deliver paper goods and party decorations to your venue;
o Reconfirm sound check times with your MC, DJ and any
other entertainers;
o Double-check delivery (and/or pick-up) times for any party rental equipment, hire vehicles, floral arrangements, cakes, props, furnishings and catered cuisine. (Re-confirm the day before the event);
o Check in with your guests of honour and VIP guests;
o Have cash/your chequebook/a credit card ready to pay suppliers and staff on the day.

Event day
o Oversee the arrival of equipment and supplies. Ensure entertainers, guests with duties and party staff arrive on time and are briefed and supplied with whatever they need to set up. Introduce event personnel, any entertainers, technicians and staff. Double-check all details and run through the day's proceedings one more time with technicians, entertainers and catering staff;
o Set-up a cloakroom, if needed;
o Ensure signage is in place;
o With your event manager, if you've hired one, check that all equipment operates correctly and is properly positioned: if not, adjust them;
o Do final confirmations of your arrangements and requirements with photographer(s)/videographer(s);
o For a wedding or christening, hold a final rehearsal or run-through on the morning of the day or night before;
o Ensure staff, especially parking valets and door security, are in position to vet and greet guests and/or give directions.
After the event
o Doublecheck bump out times;
o Oversee all pickups, returns and dismantling of dŽcor and equipment;
o Check with the venue or site managers, suppliers and security re any losses, breakages, damage or other "incidents";
o Remove any signage and rubbish;
o Assist with guests' departure and return transport;
o Send out thankyou notes to guests;
o Send out video mementos and/or information on accessing photographs to guests and, if requested, to suppliers and entertainers;
o Tie up any other loose ends.