A well-run event comes from sequencing, not last-minute hustle. This checklist walks through the 6-month countdown to day-of for any significant event (wedding, corporate gala, milestone birthday, graduation reception). Use it as a backbone and adjust for event size. Based on 15+ years of catering events across Lansing, East Lansing, and Mid-Michigan.
6 Months Out
The foundation phase. Locking down the big decisions now protects every decision that follows.
- Set the date (confirm with VIPs before announcing)
- Set a total budget with a 10 percent contingency line
- Book the venue
- Book the caterer and confirm kitchen capacity at the venue
- Secure officiant, planner, or emcee
- Book photographer and videographer
- Book DJ or band (the good ones go first)
- Send save-the-dates
- Start guest list spreadsheet (include dietary notes column)
- Research hotel blocks for out-of-town guests
- Decide whether you need an event planner, a day-of coordinator, or neither
3 Months Out
This is where concept becomes concrete. Expect a busy month.
- Finalize menu direction with caterer, schedule tasting
- Confirm bar package, signature drinks, and bar staffing
- Finalize rental order (chairs, linens, china, glassware)
- Book transportation for guests if needed
- Send formal invitations (6 to 8 weeks lead time for RSVPs)
- Order wedding cake or dessert (most bakeries want 8 to 10 weeks)
- Finalize floral design and delivery timeline
- Arrange hair and makeup trials
- Confirm hotel blocks and share code with guests
- Draft the day-of timeline with your caterer and planner
- Book rehearsal dinner venue and menu
1 Month Out
RSVPs land, numbers firm up, and everything gets tighter.
- RSVP deadline (aim for 3 to 4 weeks before event)
- Finalize guest count with caterer
- Submit dietary restrictions list (10+ days out is ideal)
- Finalize seating chart and print escort cards or place cards
- Confirm all vendor arrival times in one shared document
- Write or finalize any toasts or speeches
- Pick up marriage license (if wedding; Michigan has a 3-day waiting period)
- Final fitting for any attire
- Confirm payment schedule with every vendor
- Write out tips for each vendor in separate labeled envelopes
- Assign a point person for day-of vendor questions (not you)
1 Week Out
Almost no new decisions at this point. Tighten the plan, confirm the details.
- Final headcount and dietary list to caterer (no later than 5 days out)
- Pay final balances to any vendors due before the event
- Confirm arrival times and setup plan with each vendor via email
- Walk the venue with your caterer and planner if possible
- Create a contact sheet with every vendor's day-of phone number
- Pack day-of emergency kit (bandages, safety pins, stain wipes, phone charger, pain reliever)
- Confirm weather contingency plan for any outdoor elements
- Charge all speakers, mics, and camera batteries
- Sleep. Hydrate. Stop adding things.
Day Before
- Rehearsal and rehearsal dinner (if wedding)
- Deliver any items the venue or caterer needs (seating chart, signage, favors, heirloom items)
- Double-check the day-of timeline against the vendor contact sheet
- Organize tip envelopes and hand off to a trusted point person
- Pack overnight bag for after the event
- Eat a real dinner and go to bed at a normal hour
Day Of
Your only job today is to be present. Handoff is everything.
- Eat breakfast (not just coffee)
- Review the timeline one time, then put it down
- Give your phone to a designated handler for the day
- Let your point person answer vendor questions
- Take 10 minutes alone with your partner or honored guest before the event starts
- Trust your vendors. They have done this more times than you have
- Eat. Actually eat. Sit down and eat
- Dance, hug, toast, laugh
- Leave cleanup to the professionals
The one thing most couples forget
Eat at your own event. Wedding couples in particular often arrive at the head table, get pulled to chat with guests, and never actually eat dinner. Ask your caterer to plate you first, bring it to a quiet corner if needed, and give you 10 minutes to sit. Every caterer worth hiring will do this automatically.
Week After
- Pay any final balances owed to vendors
- Send thank-you notes to vendors who went above and beyond
- Write a review for the caterer, planner, and venue while it is fresh
- Save the timeline, vendor contacts, and budget sheet for future reference
- Sleep
For catering-specific planning help, see our wedding catering and wedding cost guide. For on-site venue options in Lansing, see our banquet room.