12-27-11
Large Event Planning Checklist

The following is a large event planning checklist that will take you from start to finish. For any large event, you’ll want to start your event planning process four months ahead of time. Rent a photo bcontact.htmooth for your event.

Four Months Before The Event

• Choose a time and date for your event
• Check with key attendees to ensure this proposed date is acceptable
• Notify and meet with all those assisting you in running the event
• Draw up a budget worksheet for the event
• Select a location and reserve it
• Rent a Photo Booth in the New York City Area
• Select entertainment and book it
• Decide if you need security and book it
• Decide what food you need and set up an appointment with the caterer to choose the menu
• Recheck your budget to make sure you are on track
• Rent a photo booth for your Queens New York Event
• If you need additional funds, set up fundraising efforts
• Arrange travel and lodging
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• Check into liquor licensing/allowances for event

Three Months Before The Event

• Compare fundraising results with budgetary needs
• Send out invitations/advertise for event
• Make staging and sound arrangements or reservations
• Create a timeline of when and how everything will happen for the event, including transportation, set up, clean up, service during the event, etc

Two Months Before The Event

• Create a back up plan for every aspect of the event
• Make reservations according to back up plan
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• Check in with caterer, location, security, entertainment, servers, etc
• Vamp up the advertising or check RSVPs to invitations

Three Weeks Before The Event

• Check in with caterer, location, security, entertainment, servers, etc.
• Meet with those assisting you in running the event
• Create a step-by-step plan for everyone assisting you in running the event, making sure every aspect of the event is covered
• Schedule all tasks required in the week prior to the event
• Rent a photo booth for your Queens New York Event
• Organize a way for event assistants to check in with you to ensure every step has been covered, and make sure each assistant knows what to do in case a step falls through (example: the caterer cancels – what is the back up plan for the food?)
• Pay deposits to all vendors

One Week After The Event

• Pay entertainment, vendors, suppliers immediately
• Rent a photo booth for your Queens New York Event
• Send thank you notes where appropriate

Here at Ovation Photo Booth Rental, we believe a photo booth can improve any large scale event. Photo booths offer great opportunities for guests to make memories, goof around, and bond. Guests get to take home a one-of-a-kind memento from the event – a photo strip documenting their experience at the event. Consider renting a photo booth from us for your next large event or party!