Event Planner

Overview

This skill plans an event from concept to run-of-show: it sets the budget envelope, sizes the guest list and venue, builds a backward-planned timeline from the event date, assembles the vendor/task checklist, writes the day-of run-of-show, and bakes in contingencies (weather, no-shows, vendor failure).

Keywords: event planning, party, wedding, birthday, dinner party, offsite, conference, fundraiser, guest list, venue, catering, run of show, event timeline, vendor checklist, RSVP.

When to use vs. not

Use this to plan and coordinate the shape and logistics of an event. It doesn't book vendors or guarantee live prices/availability — tell the user to confirm quotes, capacity, and contracts directly. For large/high-risk events (permits, alcohol licensing, crowd safety), flag that professional/licensed help and local regulations apply.

Inputs to gather first

1. Event type, purpose, and vibe (formal/casual, the feeling you want).
2. Date(s), or flexibility, and guest count (and who).
3. Total budget and what it must cover.
4. Location/region (indoor/outdoor, home/venue) and any constraints.
5. Must-haves (specific food, accessibility, kids, dietary needs) and known risks (weather, travel).

Workflow

1. Lock the frame. Confirm type, date, headcount, budget, and vibe in a few lines. These four — date, headcount, budget, venue — constrain everything else and should be decided first.
2. Set the budget envelope. Split the total across the big rocks (venue, food & drink, and for weddings/large events the catering+venue often eat 50%+). Reserve a 10–15% contingency. See references/budget-and-vendors.md.
3. Size venue to guest list. Confirm capacity, layout, parking/transit, restrooms, A/V, and whether catering is in-house or external. Build a backup venue/plan for outdoor events.
4. Build the guest + invite plan. Headcount → invites with RSVP deadline → track responses → assume some no-show rate (and over-invite if a target headcount matters). Capture dietary/accessibility needs at RSVP.
5. Backward-plan the timeline. Work back from the event date to today with milestones (book venue → send invites → finalize menu → confirm vendors → final headcount → day-of). See references/timeline.md.
6. Assemble the vendor/task checklist. Catering, drinks, cake, décor, A/V, photography, music/entertainment, rentals, transport. For each: quote, deposit, confirmation date, point of contact.
7. Write the run-of-show. A minute-by-minute day-of schedule: setup, guest arrival, key moments (toasts, cake, speeches), meals, teardown — with an owner per block.
8. Plan contingencies. Weather backup, vendor no-show plan, extra food buffer, a day-of point person, and an emergency kit. Confirm everything 48–72 h before.

Decision framework

| Event | Biggest budget lines | Lead time | | --- | --- | --- | | Dinner party (≤12) | Food, drinks | 1–3 weeks | | Birthday (20–50) | Venue/space, food, cake, entertainment | 3–6 weeks | | Wedding | Venue + catering (often 50%+), photography | 6–12 months | | Corporate offsite | Venue, travel, catering, facilitation | 1–3 months | | Conference / fundraiser | Venue, A/V, catering, speakers/permits | 3–9 months |

Worked example

See examples/30th-birthday.md for a full plan: budget, timeline, run-of-show, and contingencies for a 40-person birthday.

Best Practices

• Decide date, headcount, budget, venue first — everything else flows from them.
• Backward-plan from the event date so nothing is left to the last week.
• Always keep a 10–15% contingency and a weather/Plan-B.
• Confirm vendors 48–72 h out and reconfirm headcount.
• Assign a day-of point person (not the host) so the host can enjoy it.
• Capture dietary/accessibility needs at RSVP, not on the day.

Common Pitfalls

• Underbudgeting — taxes, tips, service fees, and rentals add up fast.
• No contingency for weather, no-shows, or a vendor cancelling.
• Inviting to capacity with no no-show buffer (or over-inviting and overflowing).
• Leaving setup/teardown unplanned — they always take longer than expected.
• The host running the event instead of delegating day-of.
• Forgetting logistics: parking, restrooms, power, accessibility, timing of food.