Event Planning

Overview

Generate complete event plans for weddings, birthday parties, corporate events, baby showers, and gatherings with detailed timelines, vendor recommendations, budget breakdowns, and day-of checklists in under 5 minutes.

This template handles the logistics heavy-lifting so you can focus on the personal touches that make events memorable. Input your event parameters and get actionable plans covering everything from venue selection to contingency planning.

Use Cases

• Plan a 50-person wedding reception in 72 hours with full vendor coordination
• Organize quarterly corporate team-building events for remote teams
• Create birthday party timelines for kids’ parties with dietary restrictions
• Generate baby shower plans with decoration themes and gift registry guidance
• Coordinate multi-day conference events with speaker schedules and catering logistics
• Plan intimate dinner parties for 8-12 guests with menu and seating arrangements

Benefits

Save 6-8 hours on initial event research and timeline creation - this template generates comprehensive plans instantly instead of spending weekends browsing vendor sites and Pinterest boards.

Prevent budget overruns with detailed cost breakdowns that account for hidden expenses like service fees, gratuity, and last-minute additions. Most DIY planners underestimate by 30-40%.

Never forget critical tasks - the day-of checklist covers everything from vendor confirmation calls 48 hours prior to emergency kit preparation.

Handle dietary restrictions systematically instead of scrambling when a guest mentions their gluten allergy two days before the event.

Get venue-appropriate recommendations based on your actual space constraints and guest count, not generic advice.

How to Plan Events Quickly Without Professional Event Planners

Most people overcomplicate event planning by jumping straight to Pinterest without establishing the foundation. You end up with beautiful inspiration boards but no timeline or budget framework.

The template forces you to define constraints first (budget, guest count, venue type) then generates plans that actually fit those parameters. This prevents the common trap of falling in love with ideas you can’t execute.

Start with the boring logistics (timeline, budget, vendor list), then layer in the creative elements (theme, decorations, entertainment). This sequence keeps events both beautiful and executable.

Dietary restrictions get addressed upfront in the template rather than as an afterthought. Input restrictions when you start planning and every subsequent recommendation (catering, cake, appetizers) automatically accommodates them.

Contingency planning feels unnecessary until it rains on your outdoor wedding. The template generates backup plans for common failure points (weather, vendor cancellations, guest count changes) so you have responses ready instead of panic-calling vendors at 9pm.

Template

Plan an event:

Event Type: {{eventType}}

Date: {{eventDate}}

Expected Guests: {{guestCount}}

Budget: {{budget}}

Venue Type: {{venueType}}

Theme/Style: {{theme}}

Purpose/Goals:
{{purpose}}

Key Requirements:
{{requirements}}

Dietary Restrictions: {{dietaryRestrictions}}

Please provide:

1. Detailed Timeline (Planning & Day-Of)
2. Guest List Management Strategy
3. Venue Recommendations
4. Catering Options
5. Decoration Ideas
6. Entertainment Suggestions
7. Budget Breakdown
8. Vendor Recommendations
9. Invitation Design Ideas
10. Contingency Plans
11. Day-Of Checklist
12. Post-Event Follow-Up

Special Requests: {{specialRequests}}

Properties

• eventType: Single Selection
  • Options: Birthday Party, Wedding, Corporate Event, Dinner Party, Baby Shower, and 3 more
• eventDate: Single-line Text
• guestCount: Single Selection
  • Options: Intimate (5-15), Small (15-30), Medium (30-60), Large (60-100), Very Large (100+)
• budget: Single Selection
  • Options: Under $500, $500-1,500, $1,500-3,000, $3,000-5,000, $5,000+
• venueType: Single Selection
  • Options: Home, Restaurant, Event Space, Outdoors, Hotel
• theme (optional): Single-line Text (default: None)
• purpose: Multi-line Text
• requirements: Multi-line Text
• dietaryRestrictions (optional): Multiple Selection (default: None)
  • Options: Vegetarian, Vegan, Gluten-Free, Dairy-Free, Nut Allergy, and 3 more
• specialRequests (optional): Single-line Text (default: None)

Example Output

Here’s what this template generates for a 40-person birthday party with a $2,000 budget at a restaurant venue with tropical theme:

DETAILED TIMELINE

8 WEEKS BEFORE (April 15):
- Create guest list and send save-the-date messages
- Collect dietary restrictions through Google Form
- Research restaurants with private dining rooms that fit tropical theme
- Get quotes from 3-5 venues
- Shortlist DJ options and request availability

6 WEEKS BEFORE (April 29):
- Book restaurant and pay deposit
- Confirm DJ and pay 50% deposit
- Order custom tropical-themed cake (serves 45+)
- Send digital invitations with RSVP deadline (May 27)
- Book photographer (3-hour package)

4 WEEKS BEFORE (May 13):
- Order decorations: balloon arch kit, table centerpieces, photo backdrop
- Create Spotify playlist backup (4 hours of tropical/party mix)
- Plan menu with restaurant, confirm vegetarian and gluten-free options
- Order personalized party favors

2 WEEKS BEFORE (May 27):
- RSVP deadline - follow up with non-responders
- Provide final guest count to restaurant (add 2-3 for buffer)
- Confirm all vendor bookings in writing
- Create day-of timeline and share with vendors
- Purchase or rent any needed equipment (microphone for toasts, etc.)

1 WEEK BEFORE (June 8):
- Pick up decorations and party supplies
- Prepare welcome sign and seating chart
- Confirm final menu selections
- Create emergency contact list with all vendor numbers
- Pack emergency kit: safety pins, stain remover, phone chargers, aspirin

48 HOURS BEFORE (June 13):
- Call all vendors to confirm times and details
- Confirm restaurant access time for setup
- Prepare cash for tips (DJ $50, photographer $40, restaurant staff $100)
- Test any personal equipment (cameras, speakers)

DAY BEFORE (June 14):
- Pick up cake from bakery
- Prep any personal decorations or signs
- Charge all devices
- Pack car with decorations and supplies
- Get good sleep

DAY-OF TIMELINE (June 15):

1:00 PM - Load car with all supplies
1:30 PM - Depart for venue
2:00 PM - Arrive at restaurant for setup access
2:15 PM - Begin decoration setup
   - Balloon arch at entrance
   - Table centerpieces (6 tables)
   - Photo backdrop area
   - Welcome sign
3:30 PM - DJ arrives, sound check and music test
4:00 PM - Setup complete, final walkthrough
4:15 PM - Photographer arrives for venue shots
4:45 PM - Birthday person arrives for pre-party photos
5:00 PM - Doors open, guests begin arriving
5:00-5:45 PM - Cocktail hour, appetizers served
5:45 PM - Welcome toast
6:00 PM - Main course service begins
7:00 PM - Clear tables for dessert
7:15 PM - Cake cutting and Happy Birthday
7:30 PM - Dessert service
8:00 PM - Dancing begins
9:30 PM - Last call for drinks
10:00 PM - Event ends, thank guests
10:15 PM - Begin breakdown and cleanup
11:00 PM - Final walkthrough, depart venue

GUEST LIST MANAGEMENT STRATEGY

Initial List Creation:
- Use shared Google Sheet with columns: Name, Contact, RSVP Status, Dietary Restrictions, Plus-One
- Categorize: Family (15), Close Friends (20), Work Colleagues (5), Plus-Ones (8)
- Target final count: 40-45 guests

RSVP Tracking:
- Digital invitations via Paperless Post or Evite (tracks opens and responses)
- Set RSVP deadline 3 weeks before event
- Send reminder 1 week before deadline to non-responders
- Call personally if no response by deadline

Dietary Restrictions Collection:
- Include in RSVP form: Vegetarian, Vegan, Gluten-Free, Dairy-Free, Nut Allergies, Other
- Follow up individually with "Other" responses
- Share final count with caterer 10 days before event

Plus-One Policy:
- Married/engaged couples automatically get plus-one
- Long-term relationships (1+ year) get plus-one if space allows
- Clearly state policy on invitation

VENUE RECOMMENDATIONS (Restaurant, 30-60 guests, Tropical theme):

1. Coconut Grove Terrace
   - Private dining room with retractable glass roof
   - Built-in tropical plants and bamboo accents
   - Seats up to 55 comfortably
   - In-house sound system with wireless mic
   - Covered outdoor patio for overflow
   - Wheelchair accessible entrance and bathrooms
   - Cost: $600 room fee + $42/person food and beverage minimum
   - Pros: Perfect tropical aesthetic already, great for photos
   - Cons: Higher price point, limited parking (20 spaces)

2. The Island Room at Harborview
   - Semi-private section with decorative dividers
   - Ocean view windows
   - Seats 40-50
   - Allows outside DJ with 2-hour setup window
   - Full bar service included
   - Cost: $400 room fee + $35/person minimum
   - Pros: Better parking (valet available), more budget-friendly
   - Cons: Need to add more tropical decor

3. Mango Bistro Private Pavilion
   - Standalone pavilion on property
   - Open-air with ceiling fans
   - Seats 45
   - Tiki bar aesthetic
   - Allows full decoration customization
   - Cost: $500 flat rental + $38/person catering
   - Pros: Total control over space, Instagram-worthy setting
   - Cons: Weather dependent (June can be rainy), limited indoor backup

CATERING OPTIONS (Restaurant format with dietary accommodations):

Cocktail Hour Appetizers:
- Coconut shrimp with mango chutney
- Vegetarian spring rolls with sweet chili sauce (V, can be GF)
- Caprese skewers with balsamic glaze (V, GF)
- Plantain chips with tropical salsa (V, GF)
- Grilled pineapple skewers (V, GF)

Main Course (Buffet Style):
- Jerk chicken with lime (GF)
- Grilled mahi-mahi with coconut rice (GF)
- Coconut curry vegetable stew (V, GF, vegan)
- Black beans and rice (V, GF, vegan)
- Grilled vegetable medley (V, GF)
- Mixed green salad with citrus vinaigrette (V, GF)

Dessert:
- Custom 2-tier tropical cake (passion fruit and coconut layers)
- Gluten-free chocolate cupcakes (12 count)
- Fresh fruit platter with coconut cream
- Mini key lime tarts

Beverages:
- Open bar (beer, wine, tropical cocktails: mojitos, piña coladas)
- Non-alcoholic options: coconut water, tropical punch, sodas
- Coffee and tea service

DECORATION IDEAS

Color Scheme: Turquoise, coral pink, gold, tropical green

Entrance:
- Tropical balloon arch (turquoise, coral, gold, palm leaf balloons)
- "Aloha, Welcome to Sarah's 40th" custom wooden sign
- Tiki torches (LED if indoors)

Tables:
- Coral linens with turquoise runners
- Pineapple centerpieces with tropical flowers (hibiscus, bird of paradise)
- Gold chargers and flatware
- Personalized menu cards with guest names
- Mini potted succulents as take-home favors

Photo Area:
- Tropical backdrop: palm leaves, flowers, "Aloha 40"
- Props: flower leis, sunglasses, tropical hats, inflatable flamingos
- Polaroid camera station with guest book
- Ring light for better photos

Ambient Elements:
- String lights overhead
- Flamingo pool floaties as decor accents
- Tropical fruit displays (pineapples, coconuts)
- Beach balls in corners

ENTERTAINMENT SUGGESTIONS

Primary: DJ
- 4-hour package with tropical/beach house music
- Wireless mic for toasts
- Takes requests
- Curated playlist aligned with age group (40th birthday)
- Cost: $600-800

Backup: Spotify Premium
- Pre-made playlists: "Cocktail Hour Tropical", "Dinner Jazz", "Dance Party Mix"
- Rent quality Bluetooth speaker ($50)
- Designate friend as DJ

Interactive Entertainment:
- Photo booth with instant prints ($250 for 3 hours)
- Tropical trivia about birthday person
- "Guess the year" photo game with pictures from each decade
- Karaoke hour (if venue allows)

BUDGET BREAKDOWN ($2,000 total):

Venue & Catering: $1,680
- Room rental: $500
- Food & beverage (42 guests × $38/person): $1,596
- Less room fee credit: ($500)
- Service charge (20%): $319
- Tax (8.5%): $136
- Subtotal: $1,551

Decorations: $185
- Balloon arch kit: $65
- Table centerpieces (6 pineapple arrangements): $90
- Photo backdrop materials: $45
- Welcome sign: $30
- String lights rental: $25
- Subtotal: $255
- Adjusted to budget: $185

Cake & Desserts: $135
- Custom 2-tier tropical cake: $95
- Gluten-free cupcakes (12): $28
- Candles and cake topper: $12

Entertainment: $50 (DJ cut due to budget)
- Spotify Premium (1 month): $11
- Quality Bluetooth speaker rental: $40

Photography: $0 (DIY with friends)
- Designated photographer friend with good camera
- Polaroid camera and film: $45
- Subtotal: $45

Party Favors: $60
- Mini potted succulents (40 × $1.50): $60

Tips: $100
- Restaurant staff: $80
- Parking valet: $20

Contingency: $90
- Buffer for unexpected costs

TOTAL: $2,000

Alternative Higher-Budget Version ($2,500):
- Add professional DJ: $700
- Add professional photographer (3 hours): $250
- Upgraded decorations: $100

VENDOR RECOMMENDATIONS

Photography (if budget allows):
- Sarah's Celebrations Photography: $250/3 hours, specializes in parties
- Island Lens Studios: $300/4 hours, includes editing and online gallery
- DIY option: GoPro on tripod for time-lapse, designate friend with DSLR

DJ Services:
- Tropical Vibes DJ: $650/4 hours, extensive tropical music library
- Party Starter DJs: $700/4 hours, includes lighting effects
- Budget option: Rent speaker from Guitar Center ($40/day)

Balloon Decorations:
- Balloon Bar Co: Custom tropical arch $120 (delivered and installed)
- DIY: Amazon balloon arch kit $65 + helium tank rental $45

Cake Bakeries:
- Sweet Island Bakery: Custom designs, $85-120 for 2-tier
- Whole Foods: Tropical-decorated sheet cake $65 (serves 48)
- Local bakery with good reviews for custom work

Party Supply Rentals:
- Party City: Decorations, tableware, small rentals
- Event rental companies: Sound equipment, lighting, furniture

INVITATION DESIGN IDEAS

Digital Invitation (Recommended - Cost Effective):
Platform: Paperless Post, Evite, or Canva

Design Elements:
- Tropical background (palm leaves, sunset)
- "Aloha! Join us for Sarah's 40th Birthday Luau"
- Event details in clean, readable font
- Color scheme: Turquoise and coral
- Include dress code: Tropical casual (Hawaiian shirts welcome)

Wording:

Aloha!

You’re invited to celebrate Sarah’s 40th Birthday

Saturday, June 15, 2025 5:00 PM - 10:00 PM

Coconut Grove Terrace 123 Ocean Drive

Tropical attire encouraged RSVP by May 27 [Link to RSVP form]

Questions? Contact [organizer] at [phone/email]

RSVP Form Questions:
1. Will you attend? (Yes/No/Maybe)
2. Guest name(s)
3. Number attending
4. Dietary restrictions
5. Song requests for DJ
6. Share a favorite memory with Sarah (optional - for slideshow)

CONTINGENCY PLANS

Weather Issues (if outdoor elements):
- Primary plan: Covered pavilion handles light rain
- Backup: Restaurant has indoor overflow space
- Monitor forecast week-of
- Communicate backup plan in day-before reminder
- Have umbrellas available at entrance

Vendor Cancellations:
- DJ cancels: Activate Spotify backup plan, rent speaker same-day from Guitar Center
- Photographer cancels: Designate 2 guests with good cameras, set up GoPro for time-lapse
- Restaurant issue: Have contact for backup restaurant willing to accommodate last-minute
- Cake issue: Whole Foods can do same-day sheet cakes

Guest Count Changes:
- More guests than expected: Restaurant can add 5-10 with 24-hour notice
- Fewer guests: Most deposits non-refundable, adjust final food count 72 hours before
- Last-minute cancellations: Have take-home containers ready

Food Issues:
- Dietary restriction not accommodated: Keep list of nearby restaurants for delivery
- Food runs out: Restaurant keeps extra portions available
- Allergic reaction: Have Benadryl in emergency kit, know location of nearest urgent care

Equipment Failures:
- Sound system fails: Bluetooth speaker backup
- Microphone fails: Acoustic toasts (smaller venue)
- Lights fail: Venue has backup lighting
- Photo booth fails: Use Polaroid camera as backup

Personal Emergencies:
- Birthday person sick: Postpone if possible, venue may allow reschedule with notice
- Organizer emergency: Designate co-organizer with access to all vendor contacts and timeline
- Guest emergency: Have quiet room available, know nearest hospital

DAY-OF CHECKLIST

One Week Before:
□ Confirm final guest count (42)
□ Finalize menu selections with restaurant
□ Confirm all vendor arrival times
□ Purchase cash for tips ($100 in small bills)
□ Create vendor contact sheet
□ Prepare emergency kit

48 Hours Before:
□ Call restaurant to confirm setup time and final count
□ Call DJ to confirm arrival time and equipment needs
□ Call photographer to confirm arrival time
□ Text key helpers about their roles
□ Check weather forecast
□ Charge all devices

Day Before:
□ Pick up cake from bakery, refrigerate
□ Gather all decorations and supplies in one location
□ Review day-of timeline
□ Prepare outfit
□ Pack car with non-perishable decorations
□ Print copies of timeline, vendor contacts, guest list

Morning Of:
□ Load car with all remaining supplies
□ Dress comfortably for setup
□ Eat breakfast (you'll be busy)
□ Final phone charge

Setup (2:00 PM arrival):
□ Check in with restaurant manager
□ Set up entrance balloon arch
□ Arrange table centerpieces
□ Set up photo backdrop and props
□ Place welcome sign
□ Set up any signage (bathrooms, photo area)
□ Arrange party favors on tables
□ Test lighting
□ Verify bathroom supplies stocked

Vendor Arrivals:
□ DJ arrives (3:30 PM) - show to setup area, test sound
□ Photographer arrives (4:15 PM) - review shot list
□ Cake delivered to kitchen

Pre-Event (4:45 PM):
□ Change into party outfit
□ Final venue walkthrough
□ Turn phone to vibrate
□ Greet birthday person

During Event:
□ Welcome guests as they arrive
□ Coordinate cake cutting (7:15 PM)
□ Give toasts/speeches (5:45 PM)
□ Monitor food service
□ Ensure photographer gets key shots
□ Enjoy the party

Event End (10:00 PM):
□ Thank guests as they leave
□ Coordinate take-home favors
□ Ensure birthday person has gift collection plan
□ Begin breakdown

Breakdown (10:15 PM):
□ Remove all decorations
□ Pack up leftover party supplies
□ Coordinate leftover food packaging
□ Final walkthrough for forgotten items
□ Thank restaurant staff, give tips
□ Load car

POST-EVENT FOLLOW-UP

Within 24 Hours:
- Send thank you text/email to all attendees
- Post 3-5 highlight photos on social media (with permission)
- Backup all photos and videos
- Send birthday person link to photo album

Within 1 Week:
- Write personal thank you notes to helpers and key contributors
- Pay final balances to vendors
- Leave reviews for excellent vendors
- Create digital photo album and share with guests
- Return any rental equipment

Within 2 Weeks:
- Process any group gift contributions or reimbursements
- Send professional photos (if applicable) to guests
- Create memory book or scrapbook
- Review what worked well and what to improve for next time

Vendor Follow-Up:
- Leave Google reviews for restaurant, DJ, photographer
- Keep contact info for future events
- Request to be added to preferred client lists

Common Event Planning Mistakes

Underestimating setup time - Most people assume they can decorate a venue in 30 minutes. Reality: 90 minutes minimum for even simple setups. Always add 2x your estimated time.

Forgetting to confirm vendors 48 hours before - Vendors occasionally double-book or forget. That confirmation call two days out catches problems when you can still find replacements.

Not planning for early/late guests - Someone always arrives 20 minutes early. Have a plan for entertaining them instead of awkward waiting while you’re still setting up.

Skipping the day-of timeline for vendors - Your DJ doesn’t know when cake cutting happens unless you tell them. Create a shared timeline showing when each vendor needs to be ready.

Assuming “dietary restrictions: none” means no restrictions - Always order 10-15% vegetarian/gluten-free options anyway. People forget to mention restrictions or bring unexpected plus-ones.

Not testing equipment beforehand - That Bluetooth speaker works fine at home but can’t fill a 50-person venue. Visit the space in advance or rent proper equipment.

Overlooking parking and accessibility - Three guests with mobility issues need accessible parking close to the entrance. Confirm this with the venue, don’t assume.

Frequently Used With

This template pairs well with:

• Budget Tracker - Track event expenses in real-time and compare against initial budget breakdown
• Gift Ideas - Generate thoughtful gift suggestions for the guest of honor
• Meal Planning - Design detailed menus with dietary restriction accommodations

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