Checklist Template – Porchlight; An Event Co.

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Checklist Template

The Venue

Venue preferences identified
Client has toured at least (2) venues
Contract signed/Deposit paid
Design concept created & approved
Design concept provided to venue coordinator
Balance paid
Final meeting with venue coordinator completed
Guest experience issues provided to venue coordinator

Equipment & Decor

Color/Aesthetic plan created
Equipment/Rentals/Decor list created
Pricing/Availability received from vendors
Contract signed/Deposit paid
Balance paid

Food & Beverages

Food/Catering

Pricing/Availability received from vendor
Client has attended a tasting
Contract reviewed and signed
Deposit paid
Balance paid
Final meeting with vendor completed

Beverages/Bartending

Pricing/Availability received from vendors
Contract reviewed and signed
Deposit paid
Balance paid
Final meeting with vendor completed

Dessert

Pricing/Availability received from vendors
Contract reviewed and signed
Deposit paid
Balance paid
Final meeting with vendor completed

Entertainment

Pricing/Availability received from vendors
Initial meeting with vendor completed
Contract reviewed and signed
Deposit paid
DJ song list completed
Balance paid
Final meeting with vendor completed

Photo & Video

Photography

Pricing/Availability received from vendors
Contract reviewed and signed
Deposit paid
Balance paid
Final meeting with vendor completed

Videography/Content Creation

Pricing/Availability received from vendors
Contract reviewed and signed
Deposit paid
Balance paid
Final meeting with vendor completed

Coordination & Support

Timeline has been approved by client
Client completes vendor contact list
Contact has been made with all vendors
Coordination plan approved by client
Rehearsal dinner scheduled
Final meeting completed with client
Vendors sent coordination plan
Decor order tracking numbers obtained
Confirmed delivery of rentals from vendors
Crew members confirmed

Transportation & Logistics

Transportation

Pricing/Availability received from vendors
Contract reviewed and signed
Deposit paid
Balance paid
Final meeting with vendor completed

Logistics

Power has been confirmed to be sufficient
Kitchen facilities has been confirmed to be sufficient
Bathroom facilities has been confirmed to be sufficient
Sound/Lighting equipment is confirmed sufficient

Guest Experience

“Save the date” designs approved by client
“Save the dates” sent to guests
VIP’s Identified
RSVP Date assigned
Invitation designs approved by client
Invitations sent to guests
RSVP’s received
Final guest list completed
Guest allergies/dietary restrictions provided to caterer
Guest experience issues provided to venue coordinator

Licenses, Permits, & Insurance

LPI Research completed
Marriage license obtained
Liquor permit obtained
Insurance obtained
All other licenses & permits obtained

Bride & Groom Tasks

The Bride

Dress has been purchased
Dress alterations completed & dress received/picked up
Bridesmaids dresses purchased
Grooms band purchased & received

The Groom

Suit/Tux has been purchased/rented
Suit/Tux alterations completed and received/picked up
Groomsmen suits/tux’s purchased/rented
Brides band purchased & received

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