Planning an event for the first time can feel overwhelming. This complete guide explains how to...
A practical step-by-step timeline to help you plan a private event with confidence, covering key decisions, supplier booking stages, and logistics to ensure a smooth and stress-free event day.
Planning a private event can feel overwhelming if you are not sure where to start or when certain decisions should be made. From weddings and milestone birthdays to large celebrations, having a clear timeline helps you stay organised and avoid last-minute stress.
This guide breaks the planning process down into manageable stages so you can make informed decisions, secure the right suppliers, and create an event that feels effortless for your guests.
6 to 12 Months Before Your Event
This stage sets the foundation for your entire event. Start by confirming your event date, estimating guest numbers, and establishing a realistic budget. These decisions influence your choice of venue, whether you need a marquee or permanent structure, and how much flexibility you have with layout and styling.
It is also the right time to think about the overall style and format of the event. Indoor or outdoor, formal or relaxed, seated dining or informal social space, these early choices guide everything from furniture and tableware to lighting and sound requirements.
4 to 6 Months Before Your Event
With your venue or location confirmed, planning becomes more detailed. This is the stage where you should secure key suppliers and start visualising how the event will flow.
Layout planning becomes important here, including where guests will eat, socialise, and dance. Booking items such as tables, chairs, bars, dancefloor, crockery, and glassware early ensures better availability and allows suppliers to coordinate effectively.
2 to 3 Months Before Your Event
At this point, your event should feel clearly defined. Guest experience becomes the focus, making comfort, accessibility, and atmosphere key priorities.
This is when decisions around lighting, sound, and power should be finalised, especially for outdoor events or temporary structures. Planning these elements early avoids rushed solutions and helps everything run smoothly on the day.
4 to 6 Weeks Before Your Event
This stage is about confirmation and coordination. All suppliers should have final details, including access times, setup order, and responsibilities.
Create a simple event schedule covering deliveries, setup, guest arrival, and key moments. If you are using event management or event staff, roles and timings should now be clearly defined to keep the day running seamlessly.
On the Day and Final Preparation
With good planning, the final days before your event should be calm. Avoid unnecessary changes and focus on small details such as signage, seating plans, and final layout checks.
A well-prepared event allows you to enjoy the occasion while professionals handle the logistics. Clear layouts, reliable lighting, balanced sound, and experienced support all contribute to a relaxed and memorable event experience.
How WA Carr and Son Can Help
WA Carr and Son supports private events at every stage of the planning timeline. From marquee and structure hire to furniture, tableware, crockery, lighting, sound, and full event management support, we help turn plans into well-executed events.
Whether you need individual hire items or complete coordination, our experienced team ensures everything is delivered, set up, and managed professionally so your event runs smoothly from start to finish.