01
12–9 months before
Set a budget, estimate guest count, shortlist cities and decide which functions need separate venues.
02
9–6 months before
Visit spaces, confirm capacity and rain plans, understand operating hours and request written rental terms.
03
6–3 months before
Confirm catering, decoration, power backup, parking, accessibility, accommodation and permitted sound.
04
3–1 months before
Record the schedule, vendor arrivals, setup/cleanup windows, safety responsibilities and payment dates.
05
Final week
Reconfirm event timings, vendor access, emergency contacts, weather contingency and final invoice details.
Questions to Ask Before Paying
- What spaces, hours and setup/cleanup buffers are included?
- What are cancellation, rescheduling, deposit and overtime terms?
- Are outside caterers, decorators, DJs or other vendors permitted?
- What safety, fire, weather, power and accessibility provisions are available?
- Which taxes and additional charges are included in the written quote?