Event Planning Checklist
60+ items with progress tracking. Saves automatically to your browser.
6–12 Months Before
0/123–6 Months Before
0/151–3 Months Before
0/121–2 Weeks Before
0/10Event Day
0/10Post-Event
0/7Done with the checklist? Let us handle the hard part.
Book B&W Productions to do the site visit, vendor coordination, and event-day production — so you tick the boxes and we build the event.
Book a site visitWhatsApp usThe Complete SA Event Planning Checklist
After 33 years and 10,000+ events, we’ve learned that the difference between a flawless event and a stressful one is almost always a checklist. Not a vague to-do list — a structured, time-phased action plan that starts 12 months out and runs through to the post-event wrap report. This tool captures every item our production managers check on a real build, adapted for both corporate functions and private celebrations in South Africa.
Why a Structured Checklist Matters
Event planning is project management with a fixed, immovable deadline. Miss the venue deposit window and you lose the date. Forget the generator backup and load-shedding kills your event. Skip the SASREA notification and your 2,000-person outdoor activation gets shut down by SAPS. A checklist turns these invisible dependencies into visible, tick-able actions with clear ownership and timeline.
The most experienced event planners in the industry still use checklists — not because they’ll forget things, but because checklists free mental bandwidth for creative problem-solving instead of logistics anxiety. That’s why our production managers carry physical run-sheets on every build day, even after decades of experience.
What a Professional Site Visit Covers
A site visit is the single most important step in event production that clients routinely skip. Here’s what a B&W Productions site visit assesses:
- Dimensions and floor plan verification: We measure the venue to confirm layout feasibility, identify pillars, and map fire exit paths.
- Power supply audit: Total available amperage, distribution board locations, distance from stage to power source, and generator placement options.
- Load-in logistics: Vehicle access, dock heights, lift dimensions, corridor widths, and time restrictions from the venue or body corporate.
- Rigging and AV infrastructure: Ceiling height, rigging points, truss load capacity, existing AV systems, and blackout capability.
- Acoustic assessment: Background noise levels, echo characteristics, and PA placement for optimal coverage.
- Safety and compliance: Fire extinguisher locations, emergency exit signage, first aid station placement, and SASREA requirements.
Book B&W to do the site visit for you
Save yourself the guesswork. Our production managers will assess your venue, identify risks, confirm capacity, and deliver a professional site report — so your planning starts from facts, not assumptions.
Request a site visitFrequently Asked Questions
What is included in an event planning checklist?
A comprehensive event planning checklist covers every phase from 12 months out to post-event wrap: venue selection, vendor contracting, guest management, décor and theming, AV/technical setup, catering coordination, SASREA compliance for large events, run-sheet distribution, event-day logistics, and post-event reporting. This checklist contains 60+ items across seven timeline phases.
What is SASREA and does it apply to my event?
SASREA (Safety at Sports and Recreational Events Act, 2010) applies to any public or semi-public event in South Africa with 2,000+ attendees, or any event at a venue that holds 2,000+. It requires a safety plan, SAPS notification, crowd management arrangements, emergency medical services, and municipal approval. Private corporate events under 2,000 at licensed venues are typically exempt, but always confirm with your local authority.
How far in advance should I start planning a corporate event?
For events under 100 guests, 3–4 months is usually sufficient. For 100–500 guests, start 6 months ahead. Large-scale events (500+), outdoor builds, or events requiring permits should begin planning 9–12 months before the date. The venue contract and production company should be the first two items locked in.
What is a site visit and why is it important?
A site visit is a physical walkthrough of the event venue with your production team. It confirms dimensions, power supply, load-in access, rigging points, fire exits, and any obstructions not visible on a floor plan. Most production problems at events trace back to skipped site visits. We recommend at least two: one during the planning phase and one 2–3 weeks before the event.
Can I use this checklist for a wedding?
Yes. While this checklist is optimised for corporate and social events, 90% of the items apply directly to wedding planning. Add wedding-specific items like ceremony rehearsal, marriage officer coordination, bridal suite preparation, and guest transport to tailor it.
What event permits are required in South Africa?
Depending on event type and size, you may need: a liquor licence (or temporary liquor permit), SASREA clearance, municipal event permit, fire safety certificate, noise exemption permit (for events after 22:00), and road closure approval. Outdoor events on public land require additional environmental and parks department approvals.