If managing this checklist in-house feels overwhelming, a professional event management Sri Lanka team takes ownership of every line item. This guide is built so you can either run it yourself or hand it cleanly to a planner without rebuilding it from scratch.
12 weeks out — strategy
- Lock event purpose, date, guest count and budget ceiling.
- Shortlist 3 venues; visit 2.
- Identify must-have suppliers (photographer, AV lead, planner).
8 weeks out — vendor lock-in
- Sign venue contract with deposit.
- Confirm AV, catering, décor, entertainment.
- Issue save-the-date / invite design brief.
4 weeks out — logistics
- Submit permits — CMC, police if applicable.
- Confirm seating plan, dietary requirements.
- Lock printed materials, signage, gift bags.
2 weeks out — content & rehearsal
- Approve all AV content (slides, video, monogram).
- Walk-through rehearsal with key suppliers.
- Issue final run-of-show to every vendor.
1 week out — final confirmations
- Reconfirm guest count with venue.
- Issue contact sheet with every supplier's day-of mobile.
- Brief the on-site lead on emergency protocols.
Day before — site setup
- AV install begins early morning.
- Walk the venue with the planner + venue manager.
- Test every microphone, every input, every cue.
Event day — execution
- Arrive 2 hours before guests.
- Run a final sound check with the actual presenter/MC.
- Brief the host on emergency content / contingency cues.
- Photograph the room before guests arrive.
- Hand the run-of-show to the show-caller, then stay out of the technical path.