Event Planning Checklist: Everything You Need in Calgary

Whether it’s a wedding, birthday, or corporate gala, the best Calgary events follow a clear plan. Use this checklist to stay on track—and avoid last‑minute scrambles.

6–12 Months Out
• Define your vision: mood, formality, guest count.
• Set a budget and prioritize what matters (music, photos, décor).
• Book venue and date; consider proximity to parking or transit.
• Reserve key vendors: DJ, photo booth, 360 camera, photographer.
• Start your guest list; gather mailing addresses.

4–6 Months Out
• Choose a theme and color palette.
• Send save‑the‑dates; begin vendor design planning (overlays, backdrops).
• Book décor and rentals (backdrops, neon signs, balloon arches).
• Plan your menu and bar approach.
• Create a working timeline (setup, ceremony, speeches, dance).

2–3 Months Out
• Finalize playlists and do‑not‑plays with your DJ.
• Confirm booth and 360 branding; approve proofs.
• Walk the venue with your coordinator and vendors.
• Arrange photography shot list and any permits if needed.
• Order signage (seating chart, welcome sign, hashtags).

2–3 Weeks Out
• Confirm final headcount and seating.
• Share timeline with all vendors; include load‑in instructions.
• Prepare an emergency kit (tape, scissors, chargers, markers).
• Print place cards, programs, and photo guestbook materials.
• Reconfirm delivery windows for décor and rentals.

Week Of
• Pack décor and signage in labeled bins.
• Send a “final details” email to vendors with phone numbers and maps.
• Do a playlist check; test first‑dance and parent‑dance lengths.
• Assign helpers for small tasks (candles, signage, props).

Event Day
• Do a final walkthrough during setup.
• Keep water and snacks handy for the wedding party or hosts.
• Enjoy the moment—your vendors will handle the rest.

Pro Tips
• Weather plans: Calgary can change quickly—have tents, weights, or indoor backups.
• Power & cabling: ensure outlets where booths/DJs will be; tape cables safely.
• Photography + Booth synergy: stagger formal portraits with booth opening so guests have options.

One‑Stop Solution
We can manage **DJ**, **photo booth**, **360 camera**, **photography**, **party supplies**, and **drone footage** under one roof. Start with our Packages page, then visit Booking to check your date.