Pre-Event Planning Detail Checklist

The following questions help to build the event vision, determine what is important to the client, and provide guidance for setting the budget. Some expense items may seem insignificant, but if they are not included in the budget during the initial stages of event planning, they can quickly add tens of thousands or even hundreds of thousands of dollars in unexpected costs, such as labor costs involved in large-scale installations.

Tuoyuan Design's questionnaire opens a channel of communication with the client, helping you make decisions, identify key elements of the event, and find solutions that fit the event budget.

1. Event Date

In which year will the event take place?
What season is the event planned for?
What is the timeline for event planning?
What day of the week is the event planned for?
What time should the event ideally start?
Will the season, month, date, or time of the event affect guest attendance?

2. VIPs

Which VIPs are invited to the event? (This may add costs for luxury suites, limousines, etc., which must be included in the budget.)

3. Invited Guests

How many guests are expected to attend?
Are guests allowed to bring a plus-one?
What is the age range of the invited guests?
Are there children among the invited guests?
Do guests have special needs, such as accessibility requirements?
Are any invited guests from out of town?
Is it necessary to host out-of-town guests and extend hospitality before or after the event?

4. Invitations

Are there any specific styles for the invitations, or are there no restrictions?

5. Event

Where will the event be held?
Will the event be indoors or outdoors?
Is it a formal, casual, or festive event?
What is the dress code for guests?
How far is the venue from the guests' homes?

6. Decor

What first impression should guests have when they arrive at the venue? Will there be any changes as the event progresses?

7. Music

What music will be chosen for the reception? What music will be used as background music during the event? (This helps determine space requirements, e.g., whether space is needed for a band.)

8. Lighting

What atmosphere should the lighting create?
What mood should the room exude?
What type of lighting is used for the stage?

9. Reception

What type of reception will be provided? Will guests arrive on their own or be picked up? Will they arrive by limousine or other transportation?

10. Photography

Will the photography, videography, and live streaming be professional?
Who will be responsible for photography, videography, and live streaming?
What is the backdrop for the video?

11. Event Flow

What is the most important element of the event?
How will the event unfold?
How long will the event last?

12. Room Requirements

How should the room be arranged?
Will the event not require seating, with only a few seats available if needed?
Will the event require tables and chairs for guests to be seated?
If dinner is provided, will guests be seated casually or assigned specific seats?
Will the meal be served traditionally or buffet style? Will waitstaff serve or will guests serve themselves?
Will there be a bar in the room, or will waitstaff serve drinks?
Will there be speeches, performances, hosting, or entertainment from a stage?
Is dancing planned?
Are audiovisual equipment such as rear projection or plasma TVs needed? Will these affect room size requirements?

13. Audiovisual Equipment

Will anyone give a speech?
Is a podium or microphone needed?
Are there any audiovisual requirements?

14. Catering

What types of beverages will be served?
Will the bar be open or cash bar?
What type of food will be served?

15. Event Conclusion

Should a specific piece of music be played or a grand finale be planned at the end of the event?